We are seeking a Billing Specialist.  The location is in our Lower Manhattan office, but we are open to candidates for our Melville, NY and Morristown, NJ offices as well.

Billing & Invoice Processing

• Prepare and process client invoices in Deltek Vantagepoint in accordance with contract terms, billing schedules, and client-specific requirements.
• Generate draft invoices and coordinate with Project Managers (PMs) to obtain timely reviews and approvals.
• Review billing details, including labor, expenses, billing rates, and contract limits, to ensure invoice accuracy.
• Prepare and organize required invoice supporting documentation, including timesheet details, expense backup, progress reports, and other client-specific requirements.
• Submit approved invoices through client billing portals, email, or other required channels.
• Maintain accurate billing records and track invoice preparation, approval, and submission status.
• Identify and resolve routine billing discrepancies, missing documentation, and invoice rejections, escalating complex issues as needed.
• Ensure assigned billing activities are completed within established monthly, quarterly, and client-specific deadlines.

Project Setup & Billing Support

• Assist with setting up and maintaining project billing information in Deltek Vantagepoint.
• Review contract billing requirements and coordinate with PMs and Finance to clarify invoicing instructions.
• Update billing rates, contract amounts, billing schedules, and other project information as directed and approved.
• Assist with processing approved change orders and contract amendments.
• Support project closeout activities by reviewing outstanding billing items and coordinating final invoices.

Unbilled Revenue & Accounts Receivable Support

• Review work-in-process (WIP) and unbilled revenue reports to identify outstanding billing opportunities.
• Follow up with PMs to address issues preventing timely invoicing.
• Assist with reconciling billed-to-date amounts and remaining contract balances.
• Support the resolution of client billing inquiries, invoice discrepancies, and payment-related issues.
• Assist with accounts receivable follow-up and collection activities as needed.

Team Collaboration & Process Improvement

• Communicate effectively with PMs, clients, and Finance regarding billing status, requirements, and outstanding items.
• Proactively follow up on pending approvals and escalate unresolved issues that may delay invoicing.
• Maintain organized and accurate billing documentation and project records.
• Support month-end and quarter-end billing activities to ensure timely completion of invoicing.
• Assist with improving billing procedures, identifying process inefficiencies, and supporting consistent billing practices across the team.
• Perform other billing-related duties as assigned.

• Minimum of three (3) year of experience in billing, accounts receivable, project accounting, or a related financial role.
• Hands-on experience preparing and processing client invoices.
• Proficiency in Microsoft Office Suite, particularly Excel.
• Strong attention to detail and commitment to accuracy.
• Excellent organizational and time management skills with the ability to manage multiple assignments and meet deadlines.
• Strong verbal and written communication skills and the ability to collaborate effectively with project managers, clients, and internal teams.
• Ability to work independently on assigned tasks while recognizing when issues require escalation.
• Strong problem-solving skills and willingness to learn new systems, processes, and billing requirements.

Preferred Qualifications

• Associate's or Bachelor's degree in Accounting, Finance, Business Administration, or a related field.
• Experience within the architecture, engineering, and consulting (AEC) industry.
• Experience with Deltek Vantagepoint or another project-based accounting and billing system.
• Familiarity with time-and-materials, fixed-fee, and cost-plus billing.
• Experience with client billing portals and preparing supporting invoice documentation.
• Basic knowledge of work-in-process (WIP), accounts receivable (A/R), and contract billing requirements.

#LI-JC2 

Compensation

• The anticipated annual salary range for this position is $55,000 – $75,000 USD.