Invoicing Administrator

Bartlett & West•Topeka, KS

About The Position

Overview About Us: Bartlett & West is an engineering, architecture, technology, and other professional services firm headquartered in Topeka, KS with 19 offices in seven states throughout the Midwest. As a completely employee-owned company, Bartlett & West has a “We Before Me” mentality. We prioritize service to our clients, communities, and each other. We’re less concerned about titles and more concerned about how each person can be supported to make the greatest impact. POSITION SUMMARY: This position is a member of the Corporate Finance team and will be responsible for administering the company’s invoice process on a continuous monthly cycle for a designated group of Project Managers.

Requirements

Strong mathematical aptitude
Effective listening, verbal, and written communication skills
Results focused with strong attention to detail and accuracy
Ability to multitask and meet deadlines
Demonstration of good judgment
Ability to collaborate and work within a team
Strong organizational skills and the ability to maintain detailed records
Intermediate level proficiency in MS Office Suite, including MS Excel
Basic knowledge of generating reports in accounting enterprise software system (Vision)
Basic knowledge of Project Status Reports (PSRs) and revenue recognition
Basic knowledge of the Contract Tracking System (CTS)
Basic knowledge of project planning tool metrics (VPP) for use in revenue review
Exhibits highly developed: initiative, responsibility, flexibility and leadership
Ability to perform routine and complex assignments
Accountability in work performance
High school diploma or equivalent required.
3-5 years of relevant administrative/accounting experience required.

Nice To Haves

Previous invoicing experience strongly preferred.
Knowledge of an automated financial enterprise system such as Deltek Vision Software is preferred.
Must have intermediate level proficiency in MS Office Suite, including MS Excel.

Responsibilities

Administers and coordinates company’s invoice process on a continuous monthly cycle for a designated group of Project Managers.
Works with Project Managers to set up billing process for new clients and/or new projects per the contract requirements.
Runs and distributes reports from accounting enterprise software system to appropriate Project Managers.
Receives invoice requests and processes invoice changes as requested by Project Managers.
Creates credit memos and/or void invoices as needed.
Accepts invoices as final and distributes invoices to clients per their preferred method- mail, email, upload into client’s system, etc.
Coordinates with Project Managers to review and finalize project status reports (PSRs).
Utilize project planning metrics to assist with validating monthly revenue recognition, if available.
Researches and follows up with aged A/R accounts within the position guidelines and/or per direction from Project Managers, Accountants or Finance Leader.
Coordination/collaboration with Project Managers on invoicing, revenue and A/R challenges/issues.
Inputs new projects into accounting enterprise software system for billing purposes as needed.
Serves as backup for other department positions when needed on miscellaneous job functions.
Completes or assists on special projects as assigned.