Project Billing Specialist

About the role

Coates Field Service seeks a full-time Project Billing Specialist to perform accounting duties related to client billing, sub-contractor invoice processing, general accounting support, and reporting. This is an in-office position, five days a week.

Responsibilities

• Coordinate timely collection, submission, and validation of employee timesheets and expenses; ensure accuracy and compliance with company policy; follow up to resolve errors.
• Execute monthly client billing and subcontractor invoice cycles in a timely manner.
• Prepare complex client billing processes, validate accuracy, and ensure timely submissions per client agreements and purchase documents.
• Monitor billing for approved spending levels per client and maintain a full understanding of each client’s billing requirements.
• Communicate proactively and positively with clients, vendors, accounting staff, management, and the CFO regarding work status and issues.
• Meet client and company-established deadlines.
• Maintain accounting system correctness for employee assignments; ensure only authorized employees are listed and remove unauthorized entries; follow up on deficiencies.
• Ensure accuracy of project information in the accounting system, including employee assignments, purchase authorizations, budgets, rates, addresses, and client contacts.
• Support the Accounting group as back-up for Accounts Receivable, Accounts Payable, inventory management, office supplies, building maintenance, and other tasks as required.

Requirements

• High School Diploma required.
• Associate’s degree in accounting preferred.
• Minimum of four years’ experience in an Accounting Department.
• Previous billing experience, preferably in a project-related environment.

Required Computer Skills

• Proficiency using Microsoft Office Excel.
• Preference for experience using project-based accounting systems.

Knowledge, Skills and Abilities

• Basic knowledge of accounting principles and practices.
• Basic skill in using common office machinery and equipment.
• Intermediate skill in using computer and application software for financial transactions.
• Intermediate skill in mathematical computations used in accounting.
• Ability to communicate effectively, both orally and in writing.
• Ability to establish and maintain effective working relationships with those contacted in the course of work.

Key Accountabilities

• Client Satisfaction: Satisfaction of internal and external customers.
• Teamwork: Shares knowledge and resources; contributes to the success of client deliverables and departmental objectives.
• Results: Meets task and project objectives within prescribed quality and time standards; encourages and contributes to positive change within the Accounting department.
• Confidentiality: Respects client privacy; demonstrates professional behavior regarding client privacy internally and externally.