Billing Specialist

NV5•Cary, NC

About The Position

NV5 is seeking a detail-oriented and customer-focused Billing Specialist to support project accounting and billing operations for our engineering and consulting teams. This role involves setting up and maintaining project records, ensuring accurate project configuration, contract compliance, and adherence to client billing requirements. The specialist will also update project data, perform project closeout activities, administer project contracts, and advise project teams on contract status and billing requirements. A key part of the role includes preparing and processing draft invoices, monitoring invoicing accuracy, tracking and reconciling subconsultant invoices, and preparing detailed project financial reports. The Billing Specialist will also monitor aging receivables, assist with collections, and serve as a liaison between clients, project managers, and subconsultants to resolve billing inquiries and discrepancies. Ultimately, this position supports NV5's project teams by providing financial insight, maintaining accurate project records, and ensuring compliance with company policies and client contract requirements.

Requirements

Minimum of three (3) years of experience in billing, project accounting, accounts receivable, or a related financial role.
Experience within the architecture, engineering, and consulting (AEC) industry strongly preferred.
Proficiency with Deltek Vantagepoint required; experience with project-based accounting and billing systems preferred.
Strong knowledge of Microsoft Office Suite, including advanced proficiency in Excel for financial analysis and reporting.
Experience preparing client invoices, reviewing contract billing requirements, and supporting project financial management.
Knowledge of project budgeting, work-in-process (WIP) reporting, accounts receivable (A/R), and revenue management principles.
Ability to interpret contracts and ensure compliance with client billing terms and conditions.
Strong analytical, organizational, and problem-solving skills with exceptional attention to detail.
Excellent verbal and written communication skills with the ability to collaborate effectively with project managers, clients, and subconsultants.
Ability to manage multiple priorities, meet deadlines, and work independently in a fast-paced environment.

Responsibilities

Set up and maintain project records in Deltek Vantagepoint, ensuring accurate project configuration, contract compliance, and adherence to client billing requirements.
Review new contracts and coordinate with Project Managers (PMs) to establish billing structures that support project financial performance and client expectations.
Update project data and financial information as change orders, amendments, and contract modifications are executed.
Perform project closeout activities, ensuring all billing, accounts receivable, and project transactions are completed and reconciled.
Administer project contracts by coordinating reviews, processing documentation, maintaining contract records, and monitoring outstanding agreements.
Advise PMs, Principals-in-Charge (PICs), and project teams on contract status, billing requirements, and potential contractual issues.
Prepare and process draft invoices for PM review and approval, ensuring compliance with contract terms and client-specific invoicing requirements, including supporting documentation, status reports, and lien waivers.
Review billing terms and monitor invoicing accuracy to ensure timely and compliant revenue recognition.
Track and reconcile subconsultant invoices, verifying charges against approved budgets and contract limits.
Prepare detailed project financial reports and analyses, including budget-to-actual performance, billed-to-date amounts, remaining budget, work-in-process (WIP), accounts receivable (A/R), and project profitability.
Monitor aging receivables and assist with collections efforts to support cash flow and timely payment resolution.
Serve as a liaison between clients, project managers, and subconsultants to resolve billing inquiries, invoice discrepancies, and payment-related issues.
Support NV5's project teams by providing financial insight, maintaining accurate project records, and ensuring compliance with company policies and client contract requirements.