Billing Contracts and Accounting Coordinator

Key Responsibilities

• Prepare, review, and process customer invoices accurately and on schedule.
• Review jobs, work orders, purchase orders, labor, materials, and supporting documentation in Simpro to confirm that all billable work is captured.
• Manage the purchase order process, including creating, tracking, reviewing, and closing purchase orders.
• Confirm that purchase orders match approved scopes, vendor invoices, subcontractor invoices, job costs, and client billing requirements.
• Follow up with subcontractors, vendors, field employees, and internal team members for missing purchase orders, invoices, receipts, completion documents, approvals, or other required information.
• Ensure all vendor and subcontractor invoices are connected to the correct purchase order, job, property, department, or customer.
• Identify open, missing, duplicate, overbilled, or incorrectly coded purchase orders and resolve discrepancies promptly.
• Maintain a purchase order tracker showing status, value, vendor, job assignment, approval status, invoicing status, and remaining balance.
• Ensure approved purchase orders and supporting documents are properly entered and maintained in Simpro.
• Ensure all active customer contracts and recurring services are billed correctly and according to contract terms.
• Maintain a detailed contract tracker, including start dates, expiration dates, renewal dates, pricing changes, insurance requirements, and outstanding signatures.
• Cookyinate contract renewals and assist with transferring expiring agreements into updated contracts.
• Track company expenses and confirm that expenses are assigned to the correct job, property, department, or customer.
• Complete bank reconciliations and credit card expense reconciliations.
• Identify discrepancies, duplicate expenses, missing receipts, unbilled costs, and billing errors.
• Aid in accounts receivable and collection follow-ups as needed.
• Maintain accurate records of outstanding invoices, payment commitments, disputes, and collection activity.
• Support month-end billing and accounting close procedures.
• Produce reports on invoicing status, unbilled work, open purchase orders, missing documentation, expiring contracts, outstanding receivables, and expenses.
• Work closely with operations, accounting, subcontractors, vendors, and management to keep billing and financial records current.

Qualifications

• Previous experience in billing, invoicing, accounts receivable, purchase order administration, bookkeeping, contract administration, or accounting support.
• Strong understanding of purchase order controls, invoice matching, job costing, bank reconciliations, and credit card reconciliations.
• Experience working with subcontractors, vendors, service contracts, purchase orders, and supporting billing documentation.
• Experience with Simpro, QuickBooks, or similar accounting and job-management software is strongly preferred.
• Strong Excel or spreadsheet skills.
• Excellent attention to detail and follow-through.
• Able to manage deadlines and follow up consistently on missing information.
• Strong written and verbal communication skills.
• Able to handle confidential financial and business information professionally.
• Experience in janitorial services, facilities management, construction, property management, HVAC, or another service-based industry is a plus.

Position Objective

The primary objective of this role is to ensure that all completed and recurring work is properly documented, supported by the correct purchase orders, billed, tracked, and collected, while keeping contracts, expenses, vendor records, and financial reconciliations accurate and up to date.