Prepare complex invoices using Excel in client-required formats.
Prepare detailed weekly and monthly reports in Excel using extensive WBS.
Review and QC actual vs projected hours and costs.
Obtain, print, and prepare invoice backup as requested.
Run WIP reports for assigned projects and review with Project Managers.
Run invoices using accounting software and submit by client-portal or email as required prior to date due.
Work with Contract Administrators to review invoices.
Work with Billing Manager to resolve past due AR.
Set-up and maintain electronic files on server.
Become familiar with billing terms and rates in contracts for assigned projects.
Reconcile WIP to identify billable costs, clear unbillable costs, and resolve outstanding discrepancies such as aged costs, incomplete transfers, etc.
Review invoice backup to ensure that timesheet, expense reports, and vendor invoices perfectly match invoiced costs by subtask and work with supervisor and corporate staff to effect changes needed.
Submit invoices to client by email or regular mail as required prior to date due.
Prepare detailed budget and billed-to-date tables in required work breakdown structure.
Coordinate with subcontractors to ensure that invoices are timely received, backup matches invoiced costs and correct rates are used.
Coordinate with company contract administrators, project managers and client as needed to provide timely responses to questions.
Other administrative duties as assigned.

B.A./B.S. in Accounting from an accredited university or A.A. Accounting degree with one to two years of equivalent experience
Experience with project cost accounting
Expertise in Excel, Word, Outlook
Must have the ability to quickly enter, check and modify large volumes of data in Excel
Must be detail-oriented, exact, and precise with numerical detail
Good knowledge of "generally accepted accounting principles"
Must possess initiative, decision-making skills and problem-solving abilities
Ability to work well with colleagues at all levels
Ability to prioritize responsibilities
Professional demeanor and appearance
Excellent written and verbal communication skills
Experience working in professional engineering office preferred
Experience with Deltek accounting software is a plus.

Billing Specialist

Key skills