Contract Billing & Profitability Manager

Thompson Hospitality Corporation•Reston, VA

About The Position

The Client Billing & Contract Profitability Manager supports the facilities and grounds maintenance business by ensuring client-facing accounts receivable invoices are accurate, timely, and aligned with client contracts and operating P&Ls. The role works with managers, directors, finance, payroll, accounts payable, and vendor partners to capture reimbursable labor, benefits, vendor costs, service contract expenses, and earned management fees so monthly billing supports profitable contract performance. The role requires hands-on experience in facilities services, grounds maintenance, contract operations, client billing, and P&L review. The manager translates operational activity into complete invoice support, reconciles costs to the general ledger, identifies unbilled or under-billed expenses, and partners with operations leaders to protect profitability while maintaining strong client relationships.

Requirements

Experience in facilities management, grounds maintenance, custodial services, plant operations, construction services, field services, or another contract-based service environment.
Demonstrated experience with client billing, accounts receivable, contract reimbursement, cost-plus billing, management fee billing, or reimbursable expense invoicing.
Strong understanding of P&L statements, revenue recognition timing, direct labor costs, vendor expenses, bill-backs, contract offsets, and gross profit or controllable profit drivers.
Ability to read contracts and translate billing terms into practical monthly invoicing requirements.
Advanced Excel skills, including reconciliations, pivot tables, lookups, variance analysis, and invoice support schedules.
Strong attention to detail, follow-through, organization, and ability to manage recurring deadlines across multiple client accounts.
Excellent communication skills and ability to work effectively with operations leaders, finance teams, vendors, and client contacts.
Ability to identify billing gaps, challenge incomplete support, and escalate profitability risks professionally and timely.

Nice To Haves

Experience supporting higher education, corporate campus, healthcare, government, hospitality, or institutional facilities clients.
Experience with NetSuite, ERP billing modules, work order systems, payroll systems, vendor management platforms, or contract management tools.
Background in facilities services finance, operations finance, contract administration, project accounting, or revenue operations.
Familiarity with tracking hourly labor, overtime, benefits, service contracts, maintenance costs, landscaping costs, supplies, equipment rentals, and other reimbursable expenses.
Experience building billing processes, invoice templates, client reporting packages, or monthly close checklists.

Responsibilities

Prepare, review, and submit monthly client accounts receivable invoices for facilities and grounds maintenance contracts.
Ensure invoices include all billable contract components, including management fees, labor reimbursements, payroll-related expenses, vendor services, ad-hoc work orders, supplies, equipment, and other reimbursable operating costs.
Reconcile monthly invoicing activity to client-level P&Ls to confirm revenues, bill-backs, contract offsets, and expenses are complete and aligned.
Partner with operations managers and directors to gather documentation, clarify service activity, validate vendor charges, and resolve billing questions before invoices are issued.
Review contract terms to understand billing requirements, reimbursable cost categories, fee structures, approval requirements, and client documentation standards.
Identify unbilled costs, margin leakage, delayed bill-backs, invoice timing issues, and process gaps that could negatively affect profitability.
Maintain invoice support packages, including payroll reports, vendor invoices, purchase orders, work order documentation, and P&L summaries.
Coordinate with accounts payable, payroll, accounting, and finance teams to ensure operating expenses are captured in the correct period and billed appropriately.
Track invoice status, client approvals, disputes, credits, and collections follow-up in partnership with accounting and operations leadership.
Develop recurring billing calendars, checklists, and reporting tools to improve billing timeliness, accuracy, and accountability across client contracts.
Provide monthly reporting on billing completeness, unbilled costs, outstanding documentation, invoice aging, and contract profitability risks.
Support process improvements that reduce administrative burden on operations leaders while improving financial visibility and client billing discipline.