Billing Coordinator

Job Description

General Responsibilities :

Responsible for coordinating the accurate and timely billing for an engineering consulting firm.

Essential Roles and Responsibilities :

• Under general supervision, perform a variety of routine and non-routine moderately complex billing functions. Prepare timely and accurate billing for designated projects in accordance with contractual agreements, accounting standards, internal controls, and within defined billing cycles or client deadlines, ensuring that all billing is internally approved and sent to clients on schedule, attaching all necessary backup.
• Review and verify proposals / contracts to ensure accurate and complete project registrations. Validate billing requirements, budgets, rates, due dates, tasks, payment terms, contract numbers and basic services provided, making updates in the project registration and affiliated systems as required.
• Read and understand project contracts as they are related to billing and revenue recognition functions.
• Work with Project Managers to ensure that acceptable evidence of arrangement documentation exists for revenue recognition.
• Create and maintain electronic project files. Apply company quality assurance guidelines and procedures for project document management and retention.
• Generate, audit, and distribute moderate to complex draft invoices and / or credit memos to Project Management for review based on understanding of contract and client billing requirements, within defined billing cycles. Obtain appropriate approvals, escalating when required to meet deadlines and financial metrics.
• Prepare and submit final invoice packages, including cover pages, applications for payment, lien waivers, and other applicable backup. Distribute invoices to external clients through various distribution platforms , mail, email, and client portal uploads.
• Analyze unbilled detail to reduce WIP and to optimize billing opportunities for the billing period.
• Communicate project financial information to management for assigned projects.
• Research and resolve routine and non-routine billing questions and discrepancies following standard operating procedures.
• Perform routine collections efforts for centralized National Accounts which could include phone calls or emails. May communicate with clients regarding past due invoices.
• Collaborate with Project Managers, Operational Finance, Corporate Collections, and direct supervisor to resolve outstanding AR issues.
• Confirm documentation of collection activities including invoice submission, expected payments, and both internal and external follow-up communication in the collections tool.
• Answer Help Desk calls relating to billing and resolve billing application and procedural errors for offices.
• Provide excellent client service by maintaining a positive and professional attitude as well as positive and cooperative relationship with peers, coordinators, and managers, as well as when interacting by phone, email, chats, or in person with internal and external clients.
• Follow safety rules, guidelines, and standards for all projects. Participate in pre-task planning. Report any safety issues or concerns to management.
• Be responsible for maintaining quality standards on all projects.
• Perform other duties as assigned.

Requirements :