Project Billing Specialist

About the role

PGAL is an international design firm specializing in architecture, interior architecture, engineering, and planning for a diverse group of public and private sector clients. Our culture is energetic, collaborative, and open, offering the opportunity to work on a wide range of project types. We are seeking a highly skilled and detail-oriented Project Billing Specialist to support monthly billing operations and project financial administration. This production-level position focuses on executing monthly invoicing, interpreting contract terms, and ensuring accurate project setup and compliance.

Responsibilities

• Work closely with Engineering Principal and Project Managers to monitor project progress for billing
• Prepare invoices and accompanying spreadsheets along with invoice backups per contract requirements
• Execute the complete monthly invoicing cycle, ensuring invoices are prepared accurately and submitted timely in accordance with contract billing terms and schedules
• Review and interpret client contracts to establish billing methods (Lump Sum, Time & Materials, Cost Plus), invoicing frequency, reimbursable expenses, and documentation requirements inclusive of Pay Applications, Waivers, and MWBE reports
• Assist with ensuring timely payments of vendor invoices and expense vouchers, as well as vendor and employee inquiries
• Maintain Accounts Payable Aging Report and reconcile vendor accounts
• Set up new projects in the financial system based on client contract terms, incorporating the appropriate phase/task structure, billing parameters, and insurance obligations
• Coordinate with project managers to validate project data, fee information, and milestones for accurate and timely billing
• Submit invoices via client-specific portals or through other electronic submission formats
• Track and reconcile project-level financial data, including prior billing, contract value, and remaining fee balances
• Monitor accounts receivable by following up on outstanding invoices and maintaining billing logs
• Ensure client and subconsultant certificate of insurance compliance is up to date and properly filed
• Prepare and submit reporting for MWBE, city, state, and local agency contracts as required
• Review subconsultant invoices and ensure required documentation is complete and compliant
• Maintain vendor integrity, 1099 information, and filing
• Full-cycle billing A/R collections
• Coordinate with billing staff in the monthly planning and monitoring of ongoing status/completion of all invoicing, and provide assistance as needed
• Maintain Accounts Receivable Aging Report, document/update A/R notes, and reconcile client accounts
• Assist with audit tasks as needed

Requirements

• High school diploma required; post-secondary degree in Accounting, Finance, or Business preferred
• Minimum 5 years of experience in project accounting or billing within an architecture, engineering, or construction (AEC) environment
• 2+ years of prior experience; TxDOT billing experience required
• Strong understanding of project billing methodologies, contract compliance, and industry-standard invoice practices
• Proficiency in Deltek Vantagepoint / Vision required
• Proficient in Adobe Acrobat or Bluebeam
• Skilled in Microsoft Excel, Outlook, and Word
• Familiarity with FAR and other federal contract compliance preferred
• Exceptional attention to detail, ability to manage deadlines across multiple active projects, and strong organizational skills
• Ability to work in a fast-paced environment
• Strong written and verbal communication skills; must be comfortable interacting with internal teams and external clients professionally
• Must be legally authorized to work in the United States for any employer without sponsorship now or in the future

Benefits

• Comprehensive benefits package including medical, dental, vision, disability, and life insurance
• Flexible spending accounts
• 401(k) and profit sharing
• Paid leave inclusive of holidays, PTO, and paid parental leave