Billing Specialist

Job Summary:  

The Billing Specialist is responsible for preparing accurate, timely invoices for client projects across multiple offices and markets. This role ensures all billing aligns with contract terms, company policies, and client requirements while partnering closely with Project Controllers and Project Managers. The ideal candidate is detail-oriented, proactive, and experienced in professional services billing within an A/E environment. 

Primary Essential Functions:  

• Generate draft invoices from DeltekVision/VantagePoint based on contract terms, billing schedules, and project status.

• Review draft invoices with Project Controllers and Project Managers to ensure accuracy of billable time, reimbursable expenses, markups, and fee structures.

• Monitor unbilled time and expenses, proactively identifying billing opportunities.

• Finalize invoices for distribution, ensuring compliance with client billing requirements (e.g., Fixed Fee, T&M).

• Interpret and apply contract billing terms accurately within the ERP system.

• Ensure invoices meet client or agency-specific requirements, including backup documentation, forms, and e-billing portal submissions.

• Submit invoices through email, portals, or electronic systems and confirm client receipt.

• Provide ERP notes regarding invoice submissions and client payment updates.

• Support accounts receivable collections by responding to client inquiries, revising invoices, following up on invoices over 30 days old, and escalating issues per company policy.

• Maintain accuratebillingsetup in Vision/VantagePoint, including billing terms, formats, and contacts.

• Assist with process improvements, workflow optimization, template enhancements, and automation initiatives.

• Document and follow billing standard operating procedures (SOPs).

Secondary Essential Functions:  

• Perform all other duties as assigned.

• Work collaboratively and effectively with clients and colleagues, including cross-functional teams, peers, direct reports, and leadership, fostering a positive and inclusive work environment.

• Adapt to changing business needs and priorities, demonstrating flexibility in taking on new responsibilities and adjusting to evolving challenges.

Competencies (Knowledge, Skills, Abilities):  

Knowledge 

• Understanding of A/E or project-based billing practices and contract structures.

• Proficiency with ERP/billing systems such as DeltekVision/VantagePoint and familiarity with client e-billing portals.

• Knowledge of invoicing requirements for various billing types (Fixed Fee, T&M, reimbursable expenses, etc.).

Skills 

• Strong attention to detail and accuracy in invoice preparation.

• Excellent organizational and time-management skills.

• Strong communication and collaboration skills for working with internal teams and clients.

• Proficiency in billing software and general computer applications.

Abilities 

• Ability to manage multiple deadlines in a fast-paced environment.

• Ability to interpret contract billing terms and apply them correctly.

• Ability to troubleshoot billing issues and support AR collections effectively.

Qualifications:  

• 3+ years of billing experience, preferably in an A/E, professional services, or project-based environment.

• Proficiency with Deltek Vision/VantagePoint or similar ERP systems (e.g., Procore, Oracle).

• Familiarity with client portals and electronic billing systems.

• Strong attention to detail and organizational skills.

• Ability to manage multiple priorities and deadlines.

Preferred 

• Experience in a multi-office or multi-market A/E firm.

• Prior involvement in process improvements, workflow automation, or billing SOP development.

Physical Requirements:  

• Ability to remain seated for extended periods while working at a computer or attending meetings.

• Frequent use of standard office equipment, including computers, keyboards, telephones, and printers.

• Occasional light physical activity such as walking, standing, or carrying materials (up to 25lbs.).

• Ability to communicate clearly and effectively in person, over the phone, and through written communication.