Overview
We are seeking a detail-oriented and highly organized Project Administrator/Billing Specialist to join our team. This role is vital in ensuring accurate billing and supporting project administration within our organization. The ideal candidate will possess proficiency with various financial software and excellent communication skills to facilitate seamless operations across departments. This position offers an opportunity to work in a dynamic environment where precision and efficiency are paramount.
Duties
- Provide support for the development and communication of proposals to clients, check the accuracy of project billing cost calculations of proposals, setup new clients, set up new projects structuring billing methodology (T&M, Lump Sum, Fixed Fee, Hybrid, etc.), manage directory for projects, annually roll forward existing projects, and review project detail reports prior to closing projects,
- Process monthly draft invoices, perform an initial invoice review to ensure accuracy by checking appropriateness of Labor Categories, Labor Billing Rates, Mark-Ups on Reimbursable Costs, and Unit Billing Rates for the usage of FTS equipment on client jobs, send draft invoices to the appropriate PM along with draft invoice cover letters including spend versus budget for their review/comments, make invoice edits based on PM review and feedback, and process final monthly invoices,
- Maintain detailed monthly Excel spreadsheets showing billed versus budget for certain clients/Responsible Party Groups/projects, and run ad hoc reports and perform project analyses at the request of the PMs,
- Produce and submit monthly Office & Field Hours reports for certain clients,
- Develop and annually update Cost Estimate Templates for each client,
- Create and maintain good client relations as a Client Liaison by answering all client questions and making corrections for all matters related to project billing as approved by the PM, follow up with clients on status of Past Due Receivables, monitor Unbilled Revenue (WIP) to ensure that it is billed upon receipt of the client’s Purchase Order, and assist the PM’s in establishing Consulting Agreements with clients,
- Complete credit applications to establish credit with new vendors/subcontractors for project-related expenditures, generate Purchase Orders for large purchases from vendors/subcontractors, and establish Master Services Agreements with subcontractors,
- Provide COIs to clients and obtain COIs from vendors/subcontractors where required for a project, and provide the Subcontractor COI’s for the Annual Workers Comp Audit, and
- Bill intercompany services to sister companies, reconcile intercompany receivables with sister company payables, and provide/receive collaborative support/backup from other peer Project Administrators in our sister companies.
Qualifications
- Four-year accounting degree desired but not required
- Minimum of 5 years professional services billing experience desired but not required
- Familiarity with Deltek Vision or VantagePoint software a plus but not required
- Ability to take initiative, multi-task and meet deadlines
- Ability to work well with team members in a fast paced, dynamic environment
- Microsoft Office including strong working knowledge of Excel
- Effective communication skills for customer service interactions and internal collaboration.
Benefits
- 401(k)
- Medical insurance
- Dental insurance
- Vision insurance
- Flexible spending account
- Life/AD&D/STD/LTD insurance
- Vacation/Sick/Holidays
- Annual Bonus
Physical setting
Schedule
- 8-hour shift
- Monday to Friday
Experience
- Professional Services Billing: 5 years (Preferred)
Job Type: Full-time
Pay: $50,000.00 - $70,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- AD&D insurance
- Dental insurance
- Disability insurance
- Flexible spending account
- Health insurance
- Life insurance
- Paid sick time
- Paid time off
- Profit sharing
- Vision insurance
Work Location: In person
