Billing Specialist

Engineering Systems Inc•St. Petersburg, FL

6d•Hybrid

About The Position

Under general direction, the Billing Specialist provides support across multiple finance and accounting functions, including accounts receivable, billing, and direct costs. This role requires a highly detail-oriented professional who can thrive in a high-volume environment, consistently meet deadlines, and solve problems proactively while maintaining a strong customer-service focus.

Requirements

Associate’s degree and a minimum of two years of accounting and/or billing experience required
Or 5 years equivalent accounting experience, or internal ESi experience required.
Possesses strong organizational and time management skills
Demonstrates good written and verbal communication skills
Ability to foster a team environment and work collaboratively
Works accurately with great attention to detail
Ability to effectively accept direction from multiple levels within various departments
Advanced skills in Microsoft Outlook, Excel, Word, Teams, One Drive, PPT, Adobe Acrobat Professional and 3E.
Windows Operating System experience highly preferred. Intermediate skills in Internet browsers and database programs.

Nice To Haves

Experience preferred with E-billing platforms as follows, Serengeti Legal Tracker, Legal X, Chubb T360, Collaborati, Counsellink, Counselgo, Ascent & Ariba, but not required.
Cisco IP-based multi-line telephones are highly preferred.

Responsibilities

Process ESi billing twice monthly and complete daily billing requests as received, ensuring all billing cycle deadlines are met.
Prepare invoices; enter direct soft costs; generate account statements; and produce internal and client reporting, including project data analysis and accuracy reviews.
Add new billing timekeepers for supported offices to the proforma run and communicate proforma status, upcoming notices, changes, deadlines, and other key updates.
Ensure billing is completed timely and accurately in accordance with Generally Accepted Accounting Principles (GAAP).
Complete assigned WIP checklist items prior to twice-monthly proforma generation in 3E.
Verify the accuracy of billing data (time, hard costs, and soft-cost postings) with a high level of attention to detail.
Update timekeeper time-entry edits as requested.
Create manual invoices for retainer billing.
Process employee billing each mid-month cycle, including the collection of past-due employee personal charges.
Set up and maintain required data in external client e-billing platforms to support invoice submission.
Partner with external e-billing contacts to resolve portal issues (rejections, appeals, disputes, budget submissions, monthly accruals, timekeeper additions, rate updates, and process changes) and promptly escalate portal concerns to the Billing Manager as needed.
Communicate new or changed special billing requirements to the billing team and NBI team weekly to ensure the special billing list remains current.
Import soft costs and troubleshooting issues promptly when they arise.
Create and maintain backup documentation for new and updated processes in 3E.
Work accurately and independently with a high level of attention to detail. Demonstrate effective multitasking and time-management skills.
Maintain a professional, cooperative attitude and deliver consistent internal and external customer service.
Maintain organized billing documentation in accordance with GAAP and internal control requirements to support audit readiness.
Respond to employee, vendor, and customer inquiries related to accounts, internal accounting procedures, and services.
Perform other duties as assigned.