AR Billing Coordinator

Essential Duties & Responsibilities

• Manage the billing process for the Marine Services operation team, ensuring invoices are issued promptly.
• Create projects in the ERP system for time and expense logging.
• Work with project managers to ensure correct and thorough billing of clients.
• Implement and oversee cost-plus billing procedures, ensuring that all costs are accurately captured and invoiced.
• Prepare billing/invoices and project administration.
• Monitor accounts receivable and follow up on aging invoices to ensure timely payment.
• Aid in travel arrangements for Marine Services personnel, including booking transportation, accommodations, and related logistics.
• Ensure that all travel complies with company policies and budget constraints.
• Weekly Project Quote/Project List:
• Prepare and maintain a weekly project quote list, ensuring all quotes are updated and distributed to relevant stakeholders.
• Track project progress and update the project list regularly.
• Report billable hours for the group on a weekly basis.
• Marine Services Reporting:
• Prepare and submit Marine Services project reports to director, ensuring accuracy and compliance with regulatory requirements.

Requirements

• Minimum Qualifications:
• Education: High School Diploma
• Experience: Minimum of 3-5 years of experience in a similar administrative role, preferably within the consulting or environmental services industry.
• Preferred Qualifications:
• Experience: Over 5 years of experience in administration or a related field.
• Experience with Paycom or similar HR management systems.
• Proficiency in MS Office Suite, especially Excel.
• Experience with financial management software and accounting systems.
• Strong analytical skills with a focus on financial data.
• Desired Skills:
• High level of accuracy in managing financial records and documentation.
• Ability to identify and resolve issues related to billing, logistics, and project management.
• Excellent verbal and written communication skills, with the ability to interact effectively with clients and team members.
• Ability to manage multiple tasks and adapt to changing priorities in a fast-paced environment.
• Strong focus on client satisfaction and relationship management.
• Strong organizational and time management skills.

• Department & Division: Exempt Status*: Non-exempt Reports to**: Marine Services Director
• Works with Inside Company: Marine Services Staff, other Admins
• Works with Outside Company: Marine Services clients for billing
• Working Conditions: Primarily an office setting with opportunity to work remotely on a hybrid schedule
• Supervisor Responsibilities: none
• Physical Requirements: Ability to sit for extended periods.
• Travel Requirements: Minimal travel
• *This position is classified as non-exempt based on the job duties.
• **The company reserves the right to make changes to the reporting structure for this position due to business needs.