Project Billing Specialist

Thermon•Houston, TX

1d•Onsite

About The Position

The Order Management Coordinator will work closely across multiple departments including Sales, Finance, Engineering, Construction Field Services, and both external and internal customers. This role is responsible for managing the invoicing process for projects within the organization utilizing the AX2012 ERP system. The Order Management Coordinator handles both Time & Materials (T&M) and Fixed Price projects, ensuring accurate and timely billing according to contract requirements, customer specifications, and direction provided by Project Managers. The position partners closely with Finance staff, Project Management, Operations, and customers to support billing, invoicing, contract compliance, and collections activities.

Requirements

Bachelor's degree in Accounting, Finance, Business Administration, or related field preferred.
Minimum 3 years of experience in project billing, contract billing, accounts receivable, service billing, or related experience.
Experience reviewing contract requirements and customer billing specifications.
Proficiency with ERP systems and billing applications.
Strong proficiency with Microsoft Office applications including Excel, Word, Outlook, and PowerPoint.
Knowledge of domestic shipping terms, shipping documentation, contract terminology, and customer billing requirements.
Working knowledge of terms and conditions, Incoterms, accounts receivable processes, invoicing, retention, and contract compliance requirements.
Strong attention to detail and accuracy in financial data management.
Strong interpersonal, organizational, and communication skills.
Ability to solve practical problems by identifying issues, utilizing a systematic approach to solutions, and adapting to changing priorities.
Strong customer service orientation and ability to work effectively with internal and external stakeholders.
Ability to prioritize tasks, manage multiple projects, and meet deadlines in a fast-paced environment.
Strong analytical and problem-solving skills.
Ability to work independently with moderate supervision.

Nice To Haves

Minimum 5 years of project billing, accounts receivable, contract compliance, or service billing experience.
Experience with Microsoft Dynamics AX2012 and/or Microsoft Dynamics 365.
Experience within manufacturing, construction, engineering, industrial services, or project-based environments.
Experience working with customer billing portals.
Knowledge of retention billing, bonding requirements, letters of credit, and project documentation processes.

Responsibilities

Prepare and process project invoices utilizing the AX2012 ERP system.
Handle both Time & Materials (T&M) and Fixed Price projects.
Manage milestone billing, progress billing, and retention billing requirements as specified by contract.
Review and comply with contract requirements for invoicing to ensure accuracy and adherence to contractual terms.
Complete customer-specific forms and supporting documentation as required for invoice submission.
Submit invoices electronically through customer online portals when required, ensuring compliance with customer invoicing procedures.
Monitor unbilled projects and work with Project Managers to ensure timely billing.
Review customer contracts, purchase orders, and change orders to ensure compliance with billing requirements.
Participate in project handover meetings when project purchase orders are accepted, facilitating the transfer of responsibility from Sales to the Project Team.
Assist with bonding, retention, and letter of credit requirements as needed.
Maintain supporting documentation related to customer billing requirements and contractual obligations.
Interact with Finance staff, Project Management, and customers to address billing, invoicing, and collections inquiries or issues.
Support collection efforts by assisting with invoice reconciliations, dispute resolution, and customer documentation requests.
Maintain clear and effective communication channels to facilitate smooth operations throughout the billing and invoicing process.
Build positive working relationships with customers and internal stakeholders to support timely payment collection.
Maintain billing records and project invoicing documentation.
Assist in tracking invoice status, retention balances, and outstanding customer requirements.
Identify opportunities to improve billing efficiency, accuracy, and process consistency.
Support special projects and other duties as requested by management.
Ability to prioritize tasks and manage time efficiently in a fast-paced environment with moderate supervision.