Billing Assistant | Architecture Firm (Q1 2026 Start)

Pappageorge Haymes Partners (PH) is seeking a professional Billing Assistant to join our team as part of a planned hire for Q1 2026. . The ideal candidate is an organized self-starter with strong attention to detail, a problem-solving mindset, and the ability to work independently. Familiarity with professional services environments is preferred.

Job Responsibilities:

Project Billing & Financial Administration:

• Manage monthly draft billing using Interactive Billing, ensuring all deadlines are met
• Run financial reports and process project billing in alignment with contract terms and approved rate schedules
• Generate project reports for Project Managers, ensuring accuracy of calculations and data
• Set up new projects, including reviewing contract terms, preparing project budget worksheets, and closing out completed projects
• Process time and expense transfers within or between projects
• Review employee timesheets for billing accuracy
• Make labor and timesheet adjustments as needed after timesheets are posted
• Review preliminary invoices for labor accuracy, billing rates, fee maximums, and necessary reclassifications

Project Coordination & Client Communication:

• Communicate effectively with Project Managers regarding contract terms, billing guidelines, and additional services
• Distribute draft invoices to Project Managers for review and coordinate follow-up
• Handle client and contractor inquiries related to project billing and accounting records

Experience:

• Bachelor’s degree in Accounting, Finance, or a related field preferred
• 2+ years of relevant experience in the architecture or engineering (A/E) industry preferred
• Proficient in MS Office, including Word and Excel
• Strong analytical and reporting capabilities
• Highly organized with strong attention to detail and a proactive, problem-solving mindset
• Able to manage competing deadlines and adapt to shifting priorities
• Familiar with project-based accounting principles and procedures
• Self-directed and dependable, with the ability to work independently

Salary range for this position is $55,000.00 - $70,000.00, based on qualifications and experience. PH offers a comprehensive benefits package that includes employer-paid health insurance, life insurance, and long-term disability coverage, along with dental and vision insurance, 401(k) with an employer match, Employee Stock Ownership Plan (ESOP), paid vacation and personal days, and a discretionary performance bonus.