Billing/Collections Representative

Terracon • Tempe, AZ

9d

About The Position

The Billing/Collections Representative coordinates accurate and timely project registration, billing, and collection practices for an engineering consulting firm. Under immediate supervision, the role prepares routine project billing in accordance with contracts, accounting standards, internal controls, and defined billing cycles or client deadlines. It ensures invoices receive internal approval, are sent on schedule, and include required supporting documentation. The position also assists with project setup and maintenance, invoice preparation and distribution, and routine collections activities.

Requirements

• Associate’s degree in a related field, or a high school diploma or equivalent plus at least 2 years of accounting-related experience in lieu of a degree.
• Attention to detail and accuracy.
• Good communication skills for internal coordination.
• Ability to follow instructions and meet deadlines.
• A valid driver’s license with an acceptable violation history may be required.

Responsibilities

• Prepare routine billing for designated projects in accordance with contractual agreements, accounting standards, internal controls, billing cycles, and client deadlines.
• Ensure billing is internally approved, sent to clients on schedule, and accompanied by necessary supporting documentation.
• Assist with timely review of project registrations completed inside and outside the Regional Finance team, checking that information matches contracts, purchase orders, and client requirements.
• Assist with project opening and closing tasks as needed, and add executed change orders to the system.
• Maintain assigned electronic project files containing financial documentation, such as contracts, work authorizations, budget tracking, payment applications, client invoices, and internal approvals.
• Apply company quality assurance guidelines and procedures for project document management and retention.
• Assist Regional Finance team members with maintaining project billing schedules according to contract terms or schedules arranged with the Regional Finance Manager.
• Initiate billing for eligible projects according to schedule.
• Generate draft invoices according to client requirements and obtain appropriate internal reviews and approvals before sending them to project managers and other required parties.
• Escalate a lack of project manager response during the billing timeframe within the Regional Finance team or work directly with the project manager.
• Finalize invoices in the billing platform and submit invoice packages with required cover pages, payment applications, lien waivers, and other applicable supporting documents.
• Distribute invoices to external clients by mail, email, and client portal uploads.
• Assist with CMELMS responsibilities assigned to regional finance staff.
• Conduct routine collections efforts, including phone calls or emails, and communicate with clients about past-due invoices.
• Record collection activities in the collections tool, including invoice submission details, expected payment dates, and internal and external follow-up communications.
• Follow up on invoices that remain open past their terms or average days paid.
• Collaborate with Project Managers, Operational Finance, Corporate Collections, and the direct supervisor to resolve outstanding accounts receivable issues.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree