Invoice Specialist

Who are we? Patriot Construction Management delivers comprehensive program and construction management services forfacilities and government projects nationwide.

With a skilled team and deep industry expertise, we offer tailoredprocurement solutions including Design-Build, Firm Fixed Price, Time and Material, and more.

Our core servicesinclude project construction management and heavy civil construction, ensuring quality, efficiency, and compliance atevery phase.

JOB SUMMARY The INVOICE SPECIALIST manages assigned contractor billing and invoicing within the FRMS (Facility Repair & Maintenance Services) program, from receiving and reviewing contractor bills in PCMS through invoice submission in iSupplier and payment tracking.

The role works closely with Customer Service Specialists, Project Managers, Accounting, and contractors to resolve discrepancies and obtain missing documentation.

The Invoice Specialist is expected to independently manage an assigned workload, meet established productivity expectations, and escalate issues when necessary.

JOB DUTIES AND RESPONSIBILITIES: CONTRACTOR BILL PROCESSING & DOCUMENTATION: Monitor completed work orders to identify outstanding contractor bills and required documentation.

Proactively communicate with contractors to obtain missing billing information.

Review each bill against the WO packet/sign-off sheet, photos, and receipts (as required) and verify that it aligns with the completed scope and the approved Not-to-Exceed (NTE) amount.

Identify discrepancies, NTE overages, or missing requirements and follow up until the necessary information is received or the issue is appropriately escalated.

Accurately enter and code bills to the correct WO Line Items, cost centers, and chart of accounts, and upload supporting documentation in PCMS.INVOICE CREATION & SUBMISSION: Review cases and associated work orders to identify completed work ready for invoicing.

Verify billing information, costs, work order documentation, and required supporting records for accuracy and completeness.

Create invoices within PCMS using approved billing information and submit completed invoices through iSupplier in accordance with established procedures.

Confirm successful submission and ensure invoice records and submission dates are accurately reflected within PCMS.INVOICE MONITORING & PAYMENT TRACKING: Monitor submitted invoices through iSupplier to identify acceptance, rejection, cancellation, payment status, and other required actions.

Maintain accurate invoice statuses and expected payment dates within PCMS.

Review rejected or returned invoices, identify necessary corrections, and coordinate timely resolution and resubmission when appropriate.

Escalate outstanding issues that may delay invoice processing or payment.

Prepare reports on bill/invoice status and contractor payment tracking as requested.ACCOUNTING COORDINATION & RECONCILIATION: Work closely with Accounting to resolve invoice discrepancies, cost adjustments, holds, pr...