BILLING ASSISTANT FOR ARCHITECTURAL FIRM

Description

JOB SUMMARY:

We are seeking a detail-oriented and organized Billing Assistant to support our finance team in managing billing and invoicing processes. The Billing Assistant will be responsible for preparing, reviewing, and assisting with distributing client invoices. This role supports our project managers and finance team in preparing accurate, timely, and client-specific billing for architectural services. Additional exposure to general accounting tasks will play a key part in maintaining accurate financial records. The ideal candidate will be highly organized, detail-oriented, and familiar with the nuances of project-based billing and professional service.

Requirements

RESPONSIBILITIES/ESSENTIAL FUNCTIONS:

• Review project setup for accuracy and alignment with contract terms and fee structures
• Assist in preparing and sending client invoices based on project milestones, time logs, and contract terms
• Review timesheets, expenses, and billing data for accuracy
• Coordinate with project managers to track project progress and ensure billable work is invoiced correctly
• Help maintain billing records and documentation in accordance with company policies and accounting standards
• Follow up on outstanding invoices and communicate with clients regarding billing inquiries or discrepancies
• Support monthly billing cycle and assist with ad hoc reporting and administrative task
• Update client and project information in billing software
• Assist in reconciling billing data with accounting software Post client payments and some assistance with accounts receivable tracking and collections 
• Coordinate invoice submissions through various client platforms or portals

EXPERIENCE AND EDUCATION:

• Associate’s or Bachelor’s degree in Accounting, Finance, or related field
• 1–3 years of billing or accounting experience, preferably in an architecture, engineering, or professional services firm
• Familiarity with project-based billing and architectural contracts (including AIA)
• Proficient in Microsoft Excel and accounting systems; experience with BQE Core, Ajera, Deltek, or similar platforms is a plus
• Strong analytical, organizational, and communication skills
• Ability to manage multiple priorities in a deadline-driven environment
• High attention to detail and discretion with sensitive financial information

CORE COMPETENCIES AND SKILLS:

• Experience with BQE Core, Deltek, or similar project-based billing systems
• Exposure to timekeeping systems and project management tools
• Experience with phased or multi-discipline projects and billing by discipline or consultant
• Understanding of architectural project lifecycle and terminology (Schematic Design, Design Development, etc.)
• Familiarity with timekeeping systems and consultant invoicing workflows
• Comfortable working across departments and communicating with both creative and administrative professionals

QUALIFICATIONS:

• 1–2 years of experience in billing, accounting, or administrative support (experience in a professional services or architecture/engineering environment preferred)
• Familiarity with invoicing software (e.g., Deltek, QuickBooks, Ajera, or similar) is a plus
• Strong attention to detail and organizational skills
• Excellent verbal and written communication skills
• Ability to manage multiple tasks and meet deadlines
• Proficient in Microsoft Office Suite, especially Excel and Outlook