Invoicing and Accounts Receivable Specialist

About the role

We are a progressive, forward-thinking architecture and engineering consulting firm with over 30 years of experience. Employee-focused and technology-driven, we deliver high-quality, cost-effective, and precise services to clients across diverse market sectors, including federal government, healthcare, education, and commercial industries. Our commitment to innovation, employee development, and project excellence has established us as a leader in the industry.

Responsibilities

• Generate and process client invoices, including recurring invoices, progress billings, and payment applications.
• Review project billing information and coordinate with Project Managers to ensure invoice accuracy.
• Monitor project percentage-complete information and assist with billing adjustments as necessary.
• Correct and manage work-in-progress (WIP) entries to ensure accurate project accounting.
• Submit invoices through client invoicing portals and maintain supporting documentation.
• Track invoice approvals and ensure invoices are distributed promptly upon approval.
• Maintain records of invoice delivery, confirmations, and client communications.
• Prepare release documents and closeout documentation when required for final invoicing.
• Perform accounts receivable follow-up activities for outstanding invoices.
• Contact clients regarding overdue invoices and coordinate collection efforts with Project Managers.
• Maintain detailed collection notes and support weekly accounts receivable reporting.
• Affix processing incoming payments, including credit card payments.
• Affix to support Finance and Accounting teams with reporting and special projects as assigned.

Requirements

• Bachelor’s degree or equivalent combination of education and experience preferred.
• Minimum of 3 years of accounting, invoicing, accounts receivable, or related experience.
• Strong understanding of accounting principles and accounts receivable processes.
• Proficiency with Microsoft Office Suite.
• Experience with QuickBooks preferred.
• Experience with Deltek Ajera preferred.
• Strong attention to detail with a focus on accuracy and customer service.
• Excellent organizational, problem-solving, and critical-thinking skills.
• Effective written and verbal communication skills.
• Able to manage multiple priorities and meet deadlines.
• Must be authorized to work in the United States.

What We Offer

We provide a collaborative and supportive work environment where employees play a vital role in maintaining the financial health of the organization. This position offers opportunities to work closely with project management and finance teams while developing expertise in project accounting, billing, and client financial management.