Billing Specialist (Professional Services)
About The Position
The Professional Services Billing Specialist owns the end-to-end billing lifecycle for RF-SMART's professional services engagements. Working primarily in SuiteProjects Pro (OpenAir) and NetSuite, this role is responsible for accurate and timely invoicing, SOW and contract compliance, invoice approval management, and month-end reconciliation. Success requires strong process discipline, a collaborative work ethic, commitment to deadlines, and attention to detail. The ideal candidate takes ownership of their work, anticipates roadblocks, and communicates early when something needs attention. The position includes weekly and monthly billing operations, reviewing contracts and related approvals, coordinating invoice approvals, reconciling billing systems, maintaining contract records, responding to internal inquiries, and recommending process improvements. The job description notes that duties may change with business demands and that its listed responsibilities are not exhaustive.
Requirements
- High school diploma.
- 2–4 years of billing and invoicing experience, preferably in professional services or the software industry.
- Experience with project-based billing structures, including time-and-materials, fixed-fee, and milestone billing.
- Hands-on experience with an ERP or PSA system such as NetSuite, Oracle, Salesforce, or equivalent.
- Proficiency in Microsoft Excel, including pivot tables for reconciliation and reporting.
- Ability to manage multiple recurring deadlines without missing SLAs.
- Strong written and verbal communication skills, including the ability to escalate professionally.
Nice To Haves
- Associate's degree in Business, Accounting, Finance, or a related field, or equivalent experience.
- Hands-on experience with NetSuite SuiteProjects Pro (OpenAir) for billing, time tracking, and expense management.
- Familiarity with data integration between SuiteProjects Pro and NetSuite.
- Prior exposure to multi-currency invoicing or global billing practices.
Responsibilities
- Manage weekly and monthly billing operations in SuiteProjects Pro (OpenAir) and NetSuite, including billing rule setup, invoice creation, and Managed Services invoicing.
- Review SOWs, email approvals, and change orders to ensure billing terms, rates, and revenue recognition are applied correctly before invoices are generated.
- Execute month-end close activities, including pre-invoicing data validation, net-zero charge cleanup, invoice creation, and submission to approvers.
- Monitor invoice approval queues, follow up with approvers, research and resolve rejections, and escalate issues when needed with documentation.
- Reconcile invoices between NetSuite and OpenAir.
- Maintain the SOW Database with new contracts and change orders.
- Run weekly Rate Reconciliations to ensure billing rates match contracted SOW values before invoicing.
- Respond to internal invoice inquiries in a timely and professional manner.
- Identify and recommend process improvements that increase billing accuracy and efficiency.
- Maintain collaborative relationships with key stakeholders in other departments.
- Perform ad hoc duties as assigned.
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What This Job Offers
Job Type
Full-time
Education Level
High school or GED
