Billing Representative

Responsible for coordinating the accurate and timely billing for an engineering consulting firm. Under immediate supervision, perform routine billing functions following established billing procedures. Prepare timely and accurate billing for designated projects in accordance with contractual agreements, accounting standards, internal controls, and within defined billing cycles or client deadlines, ensuring that all billing is internally approved and sent to clients on schedule, attaching all necessary backup.

Review and verify proposals/contracts to ensure accurate and complete project registrations. Validate billing requirements, budgets, rates, due dates, tasks, payment terms, contract numbers and basic services provided, making updates in the project registration and affiliated systems as required. Create and maintain electronic project files.

Apply company quality assurance guidelines and procedures for project document management and retention. Generate, audit, and distribute draft invoices and/or credit memos to Project Management for review based on understanding of contract and client billing requirements, within defined billing cycles. Obtain appropriate approvals, escalating when required to meet deadlines and financial metrics.

Prepare and submit final invoice packages, including cover pages, applications for payment, lien waivers, and other applicable backup. Distribute invoices to external clients through various distribution platforms e.g., mail, email, and client portal uploads. Perform routine collections efforts for centralized National Accounts which could include phone calls or emails.

May communicate with clients regarding past due invoices. Confirm documentation of collection activities including invoice submission, expected payments, and both internal and external follow-up communication in the collections tool. Escalate non-routine AR issues to direct supervisor to determine necessary collection actions.

Provide excellent client service by maintaining a positive and professional attitude as well as positive and cooperative relationship with peers, coordinators, and managers, as well as when interacting by phone, email, chats, or in person with internal and external clients. Follow safety rules, guidelines, and standards for all projects.

Participate in pre-task planning. Report any safety issues or concerns to management. Be responsible for maintaining quality standards on all projects. Perform other duties as assigned. Associates degree in related field. Or, in lieu of a degree, a High School diploma or equivalent plus a minimum 2 years’ accounting related experience.

Minimum 2 years’ accounting related experience A valid driver’s license with acceptable violation history may be required.