Billing Specialist / Project Accountant 1

NV5•New York, NY

7d•Hybrid

About The Position

We are seeking a Billing Specialist. The location is in our Lower Manhattan office, but we are open to candidates for our Melville, NY and Morristown, NJ offices as well.

Requirements

Minimum of three (3) year of experience in billing, accounts receivable, project accounting, or a related financial role.
Hands-on experience preparing and processing client invoices.
Proficiency in Microsoft Office Suite, particularly Excel.
Strong attention to detail and commitment to accuracy.
Excellent organizational and time management skills with the ability to manage multiple assignments and meet deadlines.
Strong verbal and written communication skills and the ability to collaborate effectively with project managers, clients, and internal teams.
Ability to work independently on assigned tasks while recognizing when issues require escalation.
Strong problem-solving skills and willingness to learn new systems, processes, and billing requirements.

Nice To Haves

Associate's or Bachelor's degree in Accounting, Finance, Business Administration, or a related field.
Experience within the architecture, engineering, and consulting (AEC) industry.
Experience with Deltek Vantagepoint or another project-based accounting and billing system.
Familiarity with time-and-materials, fixed-fee, and cost-plus billing.
Experience with client billing portals and preparing supporting invoice documentation.
Basic knowledge of work-in-process (WIP), accounts receivable (A/R), and contract billing requirements.

Responsibilities

Prepare and process client invoices in Deltek Vantagepoint in accordance with contract terms, billing schedules, and client-specific requirements.
Generate draft invoices and coordinate with Project Managers (PMs) to obtain timely reviews and approvals.
Review billing details, including labor, expenses, billing rates, and contract limits, to ensure invoice accuracy.
Prepare and organize required invoice supporting documentation, including timesheet details, expense backup, progress reports, and other client-specific requirements.
Submit approved invoices through client billing portals, email, or other required channels.
Maintain accurate billing records and track invoice preparation, approval, and submission status.
Identify and resolve routine billing discrepancies, missing documentation, and invoice rejections, escalating complex issues as needed.
Ensure assigned billing activities are completed within established monthly, quarterly, and client-specific deadlines.
Assist with setting up and maintaining project billing information in Deltek Vantagepoint.
Review contract billing requirements and coordinate with PMs and Finance to clarify invoicing instructions.
Update billing rates, contract amounts, billing schedules, and other project information as directed and approved.
Assist with processing approved change orders and contract amendments.
Support project closeout activities by reviewing outstanding billing items and coordinating final invoices.
Review work-in-process (WIP) and unbilled revenue reports to identify outstanding billing opportunities.
Follow up with PMs to address issues preventing timely invoicing.
Assist with reconciling billed-to-date amounts and remaining contract balances.
Support the resolution of client billing inquiries, invoice discrepancies, and payment-related issues.
Assist with accounts receivable follow-up and collection activities as needed.
Communicate effectively with PMs, clients, and Finance regarding billing status, requirements, and outstanding items.
Proactively follow up on pending approvals and escalate unresolved issues that may delay invoicing.
Maintain organized and accurate billing documentation and project records.
Support month-end and quarter-end billing activities to ensure timely completion of invoicing.
Assist with improving billing procedures, identifying process inefficiencies, and supporting consistent billing practices across the team.
Perform other billing-related duties as assigned.