Billing and Procurement Executive

Job Description

Job Overview: The Billing and Procurement Executive in a builder/construction firm is responsible for managing and overseeing the billing processes for construction projects, ensuring accurate and timely invoicing, and handling procurement operations for the purchase of construction materials, equipment, and services. The role ensures the firms projects are delivered on time and within budget, with the right resources procured and accurately billed to clients. Key Responsibilities: Billing: Prepare and issue invoices for construction projects, ensuring that they reflect all agreed-upon costs, including labour, materials, and services provided. Work closely with project managers to track the completion of project milestones and ensure billing is aligned with project progress. Ensure invoices comply with the terms of the contracts, including payment schedules and billing milestones. Resolve any billing discrepancies or disputes by liaising with project managers, suppliers, or internal teams. Generate and maintain reports related to billing status, aging invoices, and payments. Ensure accurate and timely follow-up with stake holders on outstanding invoices to ensure prompt payments. Assist in tracking and reporting on project budgets, ensuring that invoicing aligns with financial tracking. Procurement: Source and procure materials, equipment, and services needed for construction projects, ensuring cost-effectiveness and timely delivery. Evaluate and select suppliers and contractors, negotiating favourable terms and pricing while maintaining high standards of quality. Issue purchase orders and maintain records of procurement transactions, including supplier agreements and delivery confirmations. Track material inventory, ensuring stock levels meet project needs and managing reordering as necessary. Coordinate with project managers to ensure materials and services are delivered on time and meet project requirements. Monitor procurement expenses and ensure adherence to project budgets and cost control measures. Ensure compliance with the companys procurement policies, industry standards, and legal regulations. General Administration: Maintain accurate records of procurement activities, invoices, contracts, and correspondence with vendors and clients. Reconcile procurement and billing data to ensure the accuracy of financial reports and project budgets. Assist with the preparation of reports regarding procurement, billing, and project costs for management review. Provide support during audits or financial reviews by supplying required documentation related to procurement and billing activities. Manage communication with suppliers and contractors to resolve any issues related to delivery delays or product quality. Qualifications: Bachelors degree in, Construction Management, or a related field. Will require technical knowledge Minimum 6-8 years of experience in billing, procurement, or administration in a construction or builder firm environment. Knowledge of construction contracts, project costing, and procurement practices. Experience with construction-specific software for billing, procurement, and inventory management Proficient in Microsoft Office, especially Excel (advanced skills preferred). Strong understanding of construction material requirements, suppliers, and subcontractor management. Excellent communication and negotiation skills. Strong attention to detail and organizational skills. Ability to manage multiple projects and deadlines in a fast-paced environment. Key Skills: Billing and Invoicing for Construction Projects Procurement of Construction Materials, Equipment, and Services Vendor and Supplier Management Contract Negotiation and Cost Control Financial Reporting and Budget Management Construction Project Costing Communication and Relationship Management Problem-Solving and Conflict Resolution Attention to Detail and Accuracy Working Conditions: Full-time position, construction office-based duties and potential site visits as necessary. Occasional travel to supplier locations, construction sites, or client meetings may be required. Flexibility in working hours to accommodate tight project timelines and deadlines.