Billing Specialist

Reports to:

Controller  

Job Summary:

The Billing Specialist is responsible for preparing, reviewing, and processing accurate and timely client invoices while supporting the company's overall billing and accounts receivable processes. This position works closely with Client Managers and the Accounting Department to ensure billing information is accurate, contractual requirements are met, and invoices are submitted according to established deadlines. The Billing Specialist plays an important role in maintaining accurate financial records, resolving billing discrepancies, and supporting efficient financial operations. 

Responsibilities:

Job Responsibilities Include:

• Prepare, review, and process accurate and timely client invoices in accordance with project contracts and company procedures. 
• Coordinate with Client Managers/Project Managers to verify project billing information, including labor, expenses, and other billable charges. 
• Review contracts, billing schedules, and supporting documentation to ensure accurate invoicing and compliance with client requirements. 
• Maintain accurate billing records, client information, and supporting documentation within company systems. 
• Track deadlines, flag discrepancies, and coordinate resolutions with appropriate personnel. 
• Assist with accounts receivable activities, including monitoring outstanding invoices and resolving payment discrepancies. 
• Respond to internal and external billing inquiries in a professional and timely manner. 
• Support month-end billing procedures, reconciliations, reporting, and process improvements. 
• Perform additional accounting and administrative duties as assigned. 

Experience:

• Previous experience in billing, accounts receivable, accounting, or a related field preferred. 
• Experience with project-based billing in an engineering, architecture, construction, or professional services environment preferred. 
• Familiarity with accounting software, invoice processing, and basic accounting principles. 

Education/Requirements:

• Associate degree in Accounting, Finance, Business Administration; bachelor’s degree in accounting, Finance, Business Administration (Preferred) 
• Strong attention to detail with a high level of accuracy in processing financial information. 
• Excellent organizational and time management skills with the ability to manage multiple priorities and meet deadlines. 
• Proficiency in Microsoft Office applications, particularly Excel and Outlook. 
• Strong written and verbal communication skills. 
• Ability to work independently while collaborating effectively with team members and other departments. 
• Strong analytical & problem-solving skills with the ability to identify & resolve discrepancies. 
• Ability to maintain confidentiality when handling sensitive financial/company information. 
• Willingness to learn new systems, processes, and procedures. 
• Ability to adapt to changing priorities in a fast-paced work environment.