Project Billing Specilist

Reports to: Finance Operation Director Date: August 2025 The Project Billing Specialist is responsible for accurately and promptly creating invoices, ensuring adherence to internal deadlines and client requirements to facilitate timely payment processing. This role involves managing communication regarding billing inquiries and discrepancies, as well as other related matters. The specialist reviews project contract documentation to verify the correct setup of projects while complying with client requirements, quality standards, and applicable regulations (local, state, federal, etc.). The position also involves interacting with technical, administrative, and professional staff to analyze information relevant to invoicing. Additionally, the specialist compiles invoice packets in accordance with client specifications, including timesheets, expense records, required forms, and ensures compliance with corporate policies. Responsibilities Communicate with Project Managers regarding contract documents, change orders, project modifications, approvals, and services related to billing. Prepare final invoices for all billable projects, including necessary supporting documentation. Upload final invoices to client billing portals as required. Obtain appropriate approvals according to company policies. Research and reconcile project-related issues, identify causes of project variances, and resolve when possible. Assist Project Managers and Financial Planning and Analysts with invoice packet compilation to meet client requirements, including timesheet and expense documentation, reporting, client-required forms, and Project Manager progress updates. Review and understand client contracts for compliance with company requirements and accurate project set-up. Review project set-up documents for accuracy, ensuring data reflects contract terms and authorizations, and complies with project specifications. Conduct Project Closeout Analysis. Provide assistance during internal and external audits. Maintain up-to-date and organized billing schedules and supporting documentation. Collaborate with Program/Project Managers to resolve invoicing discrepancies. Partner with Accounts Receivable Analyst to address outstanding balances. Ensure compliance with client specifications and contractual obligations. Support month-end closing procedures and audit preparation. Track deadlines and milestones with Project Managers. Demonstrate strong written, verbal, and interpersonal skills. Maintain attention to detail and high accuracy levels. Work effectively under pressure in a fast-paced, multi-tasking environment. Prioritize and manage requests from multiple sources. Verify accuracy and completeness of documentation for invoicing processes. Focus on accuracy and timeliness when generating and submitting invoices. Perform other assigned duties. Qualifications And Required Skills 2+ years’ billing experience Bachelor’s degree in accounting or finance (preferred) General ledger accounting system experience required NetSuite, Concur, and Salesforce experience a plus Proficiency in Excel required Able to manage large program/project portfolios Strong customer service, communication, time management, and organizational skills Discreet, professional handling of confidential information Analytical thinking, attention to detail, independence, ability to meet deadlines, and effective collaboration with staff and management are essential