Lead Billing Specialist

Job Description:

Overview:

We are seeking a detail-oriented and proactive leader to join our accounting team. This role is critical in supporting accurate, timely billing and strong collaboration relationships while partnering closely with Project Managers (PMs) to ensure operational and financial alignment. The ideal candidate will have a strong understanding of billing processes, excellent communication skills, and the ability to thrive in a fast-paced environment. As a key member of the Pape-Dawson billing leadership team this role will be responsible for a full range of activities.

Key Responsibilities:

• Leadership: Lead the billing team by providing guidance, direction, and support to ensure team success and professional development with a transformational and servant leadership mindset. 

• Process Improvement: Identify opportunities to streamline and improve project setup and closeout processes, developing and implementing best practices, tools, and methodologies to optimize efficiency and effectiveness.

• Cross-Functional Collaboration: Collaborate with other departments such as Finance, Operations, and Senior Management to ensure compliance with processes and procedures required to achieve business goals and exceed customer expectations. Collaborate with A/R and A/P to ensure timely inclusion of reimbursable expenses and consultant invoices for billing projects.

• Training and Development: Provide training, coaching, and mentorship to team members, fostering a culture of continuous learning, growth, and professional development within the team.

• Invoice Processing: Prepare and issue accurate, timely invoices based on project data, purchase orders, contracts, and service agreements, in alignment with company and customer requirements. 

• Partner with PMs: Collaborate regularly with Project Managers to support billable work is captured accurately, WIP is maintained at appropriate levels, and billing milestones are met.

• Data Entry & Validation: Accurately input and verify billing data in the ERP/accounting system, including quantities, pricing, tax codes, customer and project details to ensure proper project setup, billing terms, and revenue recognition.

• Discrepancy Resolution: Identify and investigate discrepancies between billing inputs and contract terms; coordinate with internal teams (PMs, Contracts, Finance) to resolve billing issues promptly. Serve as the primary point of contact for escalated billing issues and complex contract types, including government contracts (FFP, T&M, and Cost Plus).

• Ad Hoc Entries & Reconciliations: Prepare and post ad hoc entries, billing adjustments, and reconciliations to ensure accurate project and customer account balances.

• Customer Support: Respond professionally to internal stakeholders or customer inquiries related to invoices, providing clear, timely information to resolve questions and support strong client relationships.

• Accounts Receivable Collaboration: Partner with the A/R team to support prompt collections and issue resolution.

• Reporting & Analysis: Generate and distribute regular and ad-hoc reports on invoicing activity, project billing status, and outstanding balances.

• Leadership Collaboration: Support the Billing Manager in maintaining internal controls, implementing process improvements, and monitoring billing KPIs.

To succeed in this role, individuals must be able to effectively perform each essential duty and responsibility. The qualifications outlined below represent the knowledge, skills, and abilities required for successful performance.

Qualifications:

• Associate’s degree in Accounting or Business; Bachelor’s degree preferred.

• 1-3 years leadership experience with a transformational and servant leadership mindset.

• 2-4 years billing experience in project-based billing, preferably in consulting or engineering services, experience with FFP, T&M, and Cost-Plus contract types preferred.

• Knowledge of standard accounting concepts, practices and procedures, and be able to apply these daily to ensure accurate and detailed input and reports. ASC606 knowledge.

• Strong working knowledge of ERP systems with a strong desire to learn the ins and outs of Deltek Vantagepoint and a willingness to explore its functionalities.

• Proficient in Microsoft Office Suite, particularly Excel.

• High attention to detail and a commitment to accuracy.

• Analytical mindset with strong problem-solving abilities.

• Proven ability to communicate effectively across departments and with external clients.

• Ability to prioritize and manage multiple tasks in a deadline-driven environment.

• Must be able to work Monday through Friday, 8 am to 5 pm, with overtime as needed during peak billing periods.

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EEO Statement:

All qualified applicants for Pape-Dawson Engineers will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.