Project Billing Specialist Full Time

Primary Function

The Project Billing Specialist plays a key role in the financial operations of the company by managing client billing, tracking accounts receivable, supporting collections efforts, and assisting in project financial setup and maintenance. This position collaborates closely with Project Managers, the Project Finance team, and Accounts Payable and Receivable teams to ensure timely and accurate billing, proper coding of subcontractor invoices, and effective cash receipt processing.

Responsibilities/Accountabilities

• Project Invoicing & Billing Management
• Prepare and distribute client invoices in accordance with contract terms and billing cycles.
• Ensure accurate billing of labor, expenses, and contract deliverables, including change orders and amendments.
• Update client remittance information as needed.
• Maintain organized billing documentation and correspondence.
• Submit invoices through client portals when applicable.
• Monitor and escalate issues related to delayed or rejected billings.
• Accounts Receivable Tracking & Collections
• Track accounts receivable aging reports and flag outstanding balances for follow-up.
• Coordinate with Project Managers and clients to resolve payment issues.
• Support the collections process by preparing follow-up communications and documentation.
• Assist in reconciling discrepancies between payments and billed amounts.
• Monitor unbilled receivables and ensure timely conversion to billing.
• Project Setup
• Assist in project setup based on contract terms, including proper configuration of rate tables, revenue methods, and billing terms.
• Ensure subcontractor and expense breakdowns are accurately captured in the project setup.
• Participate in new client onboarding and data entry for system records.
• Subcontractor Invoice Routing & Coding
• Receive, code, and route subcontractor and subconsultant invoices for approval in a timely manner.
• Ensure invoices align with project budgets and contract terms.
• Provide necessary documentation to Accounts Payable for vendor setup and payments.
• Cash Receipt Coding Assistance
• Assist in identifying appropriate coding for incoming cash receipts.
• Collaborate with the accounting team to apply payments to correct accounts and invoices.
• Investigate and resolve cash application discrepancies.
• Client & Internal Communication
• Maintain professional and clear communication with internal teams and external clients.
• Provide support to Project Managers with financial data and reporting as requested.
• Collaborate across departments to resolve project or billing-related questions.
• Other Support Functions
• Participate in project closeout activities including final billing and AR reconciliation.
• Support audits and internal reviews by providing requested billing and payment documentation.
• Assist in other financial or administrative tasks as assigned by management.

Required Skills And Qualifications

• Minimum Experience
• High School Diploma and 2+ years’ experience in project accounting with a primary focus on project billings OR Bachelor’s degree and 0+ years’ experience.
• Strong initiative, attention to detail, analytical and problem-solving skills.
• Strong communication skills, possessing the ability to work with employees throughout the organization, vendors, and clients, while building long-distance positive relationships across offices.
• Capability to work independently.
• Proficient in Microsoft Office Products, particularly Excel.
• Availability for occasional travel as needed between offices.

Preferred Skills And Qualifications

• Demonstrated experience in engineering, construction, or professional services industry.
• Familiarity with accounting software, Deltek Ajera, Vision and Vantagepoint a plus.
• Experience in a quick-paced, high-volume environment.
• Ability to collaborate with other team members to achieve high quality work products.

Competencies

• Adaptability
• Communication
• Personal Development
• Planning & Organization
• Accountability

Why Ardurra?

While Ardurra offers competitive compensation and rich benefits programs, it is our culture that truly sets us apart from our peers. We nurture a family-like culture, striving to create a work environment that is enjoyable, challenging and rewarding but also fun. We are acutely focused on developing our staff, whether through our internal Ardurra Academy or through our industry-leading Leadership program. We have made a deliberate and focused commitment to nurture a people-centric culture where people are: valued as individuals; supported in their professional and career development with multiple, varied career paths; provided the tools and resources to be successful, engaged, and satisfied in their work; and positive benefits, time-off programs, and flexibility to help maintain a healthy balance between work and home. Ardurra is an Equal Opportunity/ Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, gender identity or sexual orientation.

Notice To Third Party Agencies

Ardurra does not accept unsolicited resumes from recruiters or employment agencies. In the absence of a signed Agency Agreement, Ardurra will not consider or agree to payment of any referral compensation or recruiter fee. If a resume or candidate is submitted to any hiring manager without a previously signed agreement, Ardurra reserves the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency. These candidates will be considered property of Ardurra. We’re not currently looking to add any more agencies to our list of approved vendors, so please do not contact any of our managers or recruitment team with sales calls or details of your candidates.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

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