Billing Specialist

About the role

We are looking for a detail-oriented Billing Specialist to join a marketing and public relations organization in San Diego, California. This role is ideal for someone who can translate client agreements and project activity into accurate invoices while maintaining strong control over accounts receivable records. The position works closely with project and finance teams to support timely billing, resolve account issues, and contribute to reliable financial reporting.

Responsibilities

• Interpret client agreements, statements of work, and payment terms to ensure each invoice reflects the correct billing structure and schedule.
• Create and issue client invoices using approved budgets, rate cards, and documented project activity while maintaining a high level of accuracy.
• Validate billing information before submission by checking time entries, expenses, rates, and supporting documentation for completeness and consistency.
• Coordinate with project managers and internal stakeholders to confirm billed amounts match completed work and contractual expectations.
• Reconcile customer accounts, research discrepancies, and help resolve billing or payment issues in partnership with cross-functional teams.
• Record incoming payments in the accounting system, apply cash correctly, and maintain organized documentation of billing transactions and client correspondence.
• Track open receivables, review aging trends, and assist with outreach related to overdue balances.
• Prepare recurring reports on invoice progress, accounts receivable status, and project-level billing performance for finance leadership.
• Compare subledger activity to the general ledger, investigate variances, and support month-end and year-end close activities.
• Recommend process improvements that strengthen billing accuracy, efficiency, and adherence to internal controls and client requirements.

Qualifications

• Bachelor's degree in Accounting, Finance, or a related discipline.
• At least 3 years of experience in agency billing, accounts receivable, or a similar finance-focused role.
• Working knowledge of client contract interpretation, project-based billing, and accounts receivable processes.
• Strong proficiency in Microsoft Excel with the ability to analyze data and identify discrepancies.
• Experience using accounting or billing platforms; familiarity with Sage Intacct and BigTime is an advantage.
• Clear written and verbal communication skills with the ability to collaborate effectively across finance and project teams.
• Strong organizational skills, attention to detail, and the ability to manage multiple deadlines accurately.