Billing Specialist (Professional Services)

RF-SMART•Jacksonville, FL

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 process discipline, collaboration, commitment to deadlines, attention to detail, ownership, anticipating roadblocks, and early communication when issues need attention.

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 when required.
Process discipline and SLA ownership.
Accuracy under deadline pressure.
Cross-functional collaboration.
Proactive communication and sound escalation judgment.
Root-cause problem-solving.

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 the month-end close process, 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, escalate issues when needed, and document actions.
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.