Operation Specialist

Faith Technologies•Madison, LA

About The Position

The Operation Specialist performs day-to-day activities to prepare and administer accurate client billings for assigned projects. Working under the direction of the Senior Operation Specialist, the role prepares billing packages, gathers supporting documentation, maintains billing systems and records, and tracks billing requirements and approvals. The specialist develops working knowledge of applicable contract terms and client billing requirements and applies established processes to prepare accurate bills. The role collaborates with Project Management, Operations, Finance, and other stakeholders to obtain necessary information, escalating complex contract questions, discrepancies, or exceptions to the Senior. The position also supports billing workflows, pay application coordination, routine client billing communications, audits, and transitional LNTP administration. It maintains accurate billing and contractual records, manages workload to meet deadlines, identifies recurring issues, and supports the team as needed. It does not assume ownership of project cost management, forecasting, EAC, or cash flow. Typical work hours are between 7:00 a.m. and 5:00 p.m., Monday through Friday. Travel is 0–10%, and overtime may be required.

Requirements

One of the following education and experience combinations: High School Diploma or GED and 4 years of related experience; or an Associate Degree in Accounting and 1–4 years of accounting, construction billing, project controls, or related experience.
Ability to travel 0–10%.
Overtime may be required.

Nice To Haves

Construction industry experience.

Responsibilities

Prepare client bills for assigned projects according to established processes, contract terms, and client requirements.
Review billing requirements and supporting documentation for completeness and accuracy.
Gather billing information from project teams and other stakeholders and prepare billing packages for review.
Enter and maintain billing information in applicable systems, track deadlines and outstanding requirements, and maintain billing records.
Escalate billing discrepancies, contract questions, unusual circumstances, and workflow or system issues to the Senior or appropriate owner.
Develop working knowledge of assigned project contracts and apply contract and client billing requirements when preparing bills.
Identify missing or inconsistent information and coordinate resolution with the appropriate team.
Prepare and route billing workflows, upload supporting documentation, monitor approval status, and follow up on outstanding actions.
Provide billing information and documentation for pay applications and coordinate with project teams to obtain required information.
Assist with routine communication with client billing representatives and provide billing documentation as directed.
Assist with billing-related audits and documentation requests, track outstanding requests, and escalate complex issues.
Enter and route LNTP documentation while applicable, track approvals, maintain records, follow up on outstanding actions, distribute executed documentation, and transition the process as projects reach FGMP.
Coordinate billing information with Operations, Finance, Project Management, and General Ledger; verify completeness and consistency and communicate discrepancies.
Maintain and organize billing and contractual documentation, project billing contacts, and stakeholder information as assigned.
Manage assigned workload to meet billing deadlines, communicate recurring issues and potential process improvements, and support teammates during increased workloads.
Perform other related duties as required and assigned.