Operation Specialist

Faith Technologies•Madison, WI

2d•Onsite

About The Position

The Operation Specialist performs the day-to-day activities required to prepare and administer accurate client billings for assigned projects. Working under the direction of the Senior Operation Specialist, this position prepares billing packages, gathers supporting documentation, maintains billing systems and records, and tracks billing requirements and approvals. The Operation Specialist develops an understanding of applicable contract terms and client billing requirements and applies established processes to prepare accurate bills. The position works with Project Management, Operations, Finance, and other stakeholders to obtain required information and escalates complex contract questions, discrepancies, or exceptions to the Senior.

Requirements

High School Diploma or GED and 4 years of related experience. Construction industry experience preferred.
Associate Degree in Accounting and 1-4 years of accounting, construction billing, project controls, or related experience. Construction industry experience preferred.

Responsibilities

Prepare client bills for assigned projects in accordance with established processes, contract terms, and client requirements.
Review billing requirements and supporting documentation for completeness and accuracy.
Gather required billing information from project teams and other stakeholders.
Prepare billing packages for review.
Enter and maintain billing information in applicable systems.
Track billing deadlines and outstanding requirements.
Maintain accurate billing records and supporting documentation.
Escalate billing discrepancies, contract questions, or unusual circumstances to the Senior Operation Support Specialist.
Develop working knowledge of assigned project contracts and billing requirements.
Apply established contract and client billing requirements when preparing bills.
Identify missing or inconsistent information and coordinate resolution with the appropriate team.
Support the Senior in ensuring client bills accurately reflect contractual requirements.
Enter and maintain billing information within applicable software.
Prepare and route billing workflows according to established procedures.
Upload and maintain supporting documentation.
Monitor assigned workflows and approval status.
Follow up on outstanding actions.
Escalate workflow or system issues as needed.
Provide billing-related information and documentation to the Billing Department as requested.
Coordinate with project teams to obtain information needed for pay application activities.
Maintain appropriate billing records related to pay applications.
Escalate discrepancies or questions involving billing requirements.
Assist with routine communication with client billing representatives.
Provide billing documentation and information as directed.
Assist with billing-related audits and documentation requests.
Track outstanding requests and escalate complex issues.
Enter and route LNTP documentation while the process remains applicable.
Track approvals and maintain required records.
Follow up on outstanding actions.
Distribute executed documentation as required.
Transition the process as projects reach FGMP.
Obtain project information needed to prepare accurate client bills.
Coordinate with Operations, Finance, Project Management, and General Ledger regarding billing information.
Verify billing information is complete and consistent with established requirements.
Identify discrepancies and communicate them to the appropriate owner.
Support billing-related financial documentation without assuming ownership of project cost management, forecasting, EAC, or cash flow.
Maintain accurate billing and contractual documentation.
Organize and file billing records in accordance with established procedures.
Maintain project billing contacts and stakeholder information as assigned.
Manage assigned workload to meet billing deadlines.
Identify recurring issues and communicate potential process improvements.
Support other team members during periods of increased workload as directed.
Performs other related duties as required and assigned.