Senior Billing Coordinator

Terracon•Olathe, KS

10d

About The Position

Responsible for coordinating the accurate and timely billing for an engineering consulting firm. This role involves performing complex billing functions, preparing and submitting invoices, managing project registrations, and ensuring compliance with contractual agreements and accounting standards. The Senior Billing Coordinator will also analyze unbilled details, resolve billing discrepancies, and may assist with collections and client inquiries. Additionally, this position requires demonstrating mastery of company software, acting as a resource for less experienced personnel, and providing excellent client service.

Requirements

Associate’s degree with a minimum of 4 years related experience, OR a minimum of 6 years related experience in lieu of a degree.
A valid driver’s license with acceptable violation history may be required.

Nice To Haves

Bachelor’s degree preferred.

Responsibilities

Acts as a lead coordinator, performing routine and non-routine complex billing functions.
Prepares timely and accurate billing for designated projects in accordance with contractual agreements, accounting standards, internal controls, and within defined billing cycles or client deadlines.
Ensures all billing is internally approved and sent to clients on schedule, attaching all necessary backup.
May lead and review the work of other Corporate departmental employees or Operations billing coordinators.
Reviews and verifies proposals/contracts for complex projects to ensure accurate and complete project registrations.
Validates billing requirements, budgets, rates, due dates, tasks, payment terms, contract numbers and basic services provided, making updates in the project registration and affiliated systems as required.
Reads and understands project contracts as they are related to billing and revenue recognition functions.
Works with Project Management to ensure that acceptable evidence of arrangement documentation exists for revenue recognition.
Creates and maintains electronic project files.
Applies company quality assurance guidelines and procedures for project document management and retention.
Generates, audits, and distributes complex draft invoices and/or credit memos to Project Management for review based on understanding of contract and client billing requirements, within defined billing cycles.
Obtains appropriate approvals, escalating when required to meet deadlines and financial metrics.
Prepares and submits final invoice packages, including cover pages, applications for payment, lien waivers, and other applicable backup.
Distributes invoices to external clients through various distribution platforms e.g., mail, email, and client portal uploads.
Analyzes unbilled detail to reduce WIP and to optimize billing opportunities for the billing period.
Understands revenue recognition requirements and set up of projects.
Investigates/elevates financial project issues such as work at risk to Operational Finance and direct supervisor.
Researches and resolves routine and non-routine billing questions and discrepancies following standard operating procedures.
Performs routine to moderately complex collections’ efforts for centralized National Accounts which could include phone calls or emails.
May communicate with clients regarding past due invoices.
Identifies billing and/or accounts receivable discrepancies, researches their origin and executes corrective measures.
Confirms documentation of collection activities including invoice submission, expected payments, and both internal and external follow-up communication in the Collections tool.
Answers Help Desk calls relating to billing and resolves billing applications IT and procedural errors for offices.
Demonstrates mastery of company software relevant to job including, but not limited to, the project registration system, billing platform, and collections tool.
Acts as a resource for less experienced personnel within the department, including answering questions and providing training and support.
Performs transition-related activities such as process training, knowledge transfer & standard operating procedures creation for new hires or newly promoted roles.
Responsible for the centralization of national account billing.
Communicates the billing services offered to National Account Managers and partners with them to set-up national accounts on a billing schedule.
Provides excellent client service by maintaining a positive and professional attitude as well as positive and cooperative relationship with peers, coordinators, and managers, as well as when interacting by phone, email, chats, or in person with internal and external clients.
Follows safety rules, guidelines, and standards for all projects.
Participates in pre-task planning.
Reports any safety issues or concerns to management.
Responsible for maintaining quality standards on all projects.
Performs other duties as assigned.