Billing Specialist

Guidepost Solutions LLC•Washington, DC

8d•Hybrid

About The Position

The primary responsibility of the Billing Specialist is to coordinate and execute end-to-end processes related to project invoicing transactions in a professional services environment. This is a hybrid role supporting the Washington, D.C. office. Partners with case managers and internal stakeholders to ensure accurate, timely, and compliant billing. The Billing Specialist reports to the Senior Billing Analyst and maintains a key role on the corporate accounting team.

Requirements

Understanding of project billing concepts (including WIP), basic accounting principles, and invoice processing controls to ensure accurate, compliant client billing.
Communicates clearly and respectfully with internal stakeholders and external clients, handles sensitive information with discretion, and represents the firm appropriately in all billing interactions.
Manages multiple matters/projects at once, prioritizes deadlines (pre-bills and month-end), and maintains well-structured billing support documentation and files.
Reviews billing data for accuracy (rates, terms, approvals, and supporting documentation), identifies discrepancies early, and follows through to resolution to reduce rebills and delays.
Demonstrates integrity and sound judgment, follows company policies and internal controls, and supports confidentiality and compliance requirements in all billing activities.
Ability to work overtime hours on certain key dates during the monthly close or other times in which the departmental workload is at a high level
Advanced skills in Microsoft Office with a strong emphasis in Excel and MS Word
Experience working under strict deadlines
Experience with successful and effective organizational and time management skills
Strong verbal and written communication skills and the ability to interact in a professional manner are required as this position will have a high level of exposure with both company employees and sub-contractors

Nice To Haves

Experience working with Microsoft Dynamics with an emphasis on billing modules, a plus

Responsibilities

Receive and log subcontractor invoices for entry in project accounting system and process through payables module
Manage and coordinate the timely preparation, processing of pre-bills including the necessary adjustments as PMs requested and month-end bills for multiple offices
Set-up new cases and projects in Microsoft Dynamics Great Plains and Business Central
Partner with various employees across all offices to ensure accurate and timely issuance of bills to customers to enable prompt payment
Provide prompt follow-up to any billing and invoicing inquiries
Organize and maintain the billing files for multiple locations, other documentation thoroughly and accurately, in accordance with company policy and accepted accounting practice
Assist manager and department members on various special projects that get assigned to the Accounting Team
Monitor and manage project WIP (work-in-progress), investigating variances and coordinating with case managers to ensure timely, accurate billing.
Monitor Subcontractor sheet and subcontractor inbox
Process adjustments, credits, and rebills, as needed