Account & Billing Coordinator

About the role

The Account & Billing Coordinator serves as the dedicated day-to-day operational liaison for a public-sector staffing program in the Seattle metropolitan area. This role owns timesheets, invoicing, billing reconciliation, candidate onboarding and offboarding, and service resolution with client supervisors.

Responsibilities

• Serve as the dedicated day-to-day account representative for client supervisors, candidates, and internal AKIVA teams
• Manage timesheet collection, validation, and supervisor-approval workflow for all active placements
• Prepare, review, and submit invoices through the client's electronic Accounts Payable portal in accordance with billing specifications — including all required fields, supporting timecards, and approval documentation
• Track all active placements — assignment start/end dates, hours, bill rates, pay rates, PTO, extensions, conversions
• Research and resolve invoice discrepancies, timesheet exceptions, and billing questions promptly
• Onboard new candidates — I-9 / E-Verify, W-4, direct deposit, benefits enrollment, conduct and safety orientation, equipment issue
• Offboard candidates at assignment end — badge and equipment recovery, final paycheck processing, offboarding checklist
• Support candidate relations — regular check-ins, performance feedback, escalation to the Program Manager when needed
• Clock interview scheduling between client supervisors and candidates
• Maintain accurate records across ATS, timesheet, billing, HR, and document-management systems
• Track and document contract-specific compliance data — background-check completion, skills-test results, certifications, driver abstracts
• Produce standard weekly and monthly operational reports for the Program Manager and client

Qualifications

• Associate's degree in Business, Accounting, Human Resources, or related field (equivalent experience may be substituted); Bachelor's preferred
• 3+ years of staffing operations, account coordination, or billing/invoicing experience
• Working knowledge of the temporary-staffing lifecycle — placement, timesheet, invoicing, conversion, offboarding
• Proficient in Microsoft Excel (formulas, pivot tables), Word, and Outlook; experience with at least one ATS platform
• Strong written and verbal communication; customer-service orientation and professional demeanor
• High attention to detail, accuracy, and discretion with confidential candidate and client information
• Able to work onsite / hybrid in the Seattle metropolitan area
• Must be authorized to work in the United States

Preferred Qualifications

• Bachelor's degree in Business, Accounting, Human Resources, or related field
• Prior experience with public-sector, housing-authority, or nonprofit staffing accounts
• Experience with QuickBooks, Bill.com, or client electronic Accounts Payable portals
• Experience with candidate onboarding in regulated environments — background-check management, E-Verify, drug screening, driver-abstract review
• Notary Public commission (Washington State)
• Familiarity with AI-assisted timesheet validation, billing automation, and candidate-communication tools

Tools, Technologies & Frameworks

• Staffing Systems: ATS (Bullhorn, JobDiva, Avionte, Crelate, or similar)
• Billing / Invoicing: QuickBooks, Bill.com, electronic AP portals, invoice PDFs
• Productivity: Microsoft Excel, Word, Outlook, Teams, SharePoint
• Onboarding: I-9 / E-Verify, background-check coordination, benefits enrollment
• Compliance: timesheet audit, expense validation, documentation retention
• AI Assist: timesheet validation, billing automation, candidate communication

What AKIVA Offers

• Professional development and skill-building opportunities
• Supportive management team with veteran-owned company values
• Opportunity to build and scale AKIVA's Pacific Northwest on-call staffing operation
• Direct full-time employment with long-term career growth potential
• AI productivity tools and training provided at no cost to employees

Comprehensive Benefits Package

• 401(k) with generous company match
• Medical Insurance
• Dental Insurance
• Vision Insurance
• Short-Term & Long-Term Disability Insurance
• Paid Time Off (PTO)
• Profit Sharing

Compensation

$62,000.00 - $90,000.00 per year

Location

Seattle, WA Metropolitan Area (Onsite / Hybrid — must be locally reachable)

Employment Type

Full-Time (W2 Employee)

About AKIVA

AKIVA is an AI-native engineering firm specializing in enterprise services, domain-specific solutions, and high-performance infrastructure from strategy through deployment. We build innovative systems that drive measurable results for commercial enterprises and government agencies. AKIVA is a certified Service-Disabled Veteran-Owned Small Business (SDVOSB).