AEC Project Billing Specialist - Invoicing & Contracts

PGAL; Houston (TX); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Medical benefits

Paid time off

Parental leave

Job summary

PGAL, an international design firm, seeks a Project Billing Specialist to manage monthly invoicing, contract interpretation, and project setup. The role focuses on accurate billing cycles, client invoicing, and vendor/payable support across multiple active projects in a fast-paced studio environment.

The candidate should have 5+ years in project accounting or billing within AEC, with TxDOT billing experience and strong Deltek Vantagepoint / Vision proficiency.

Qualifications

• Exceptional attention to detail, ability to manage deadlines across multiple active projects, and strong organizational skills
• Strong written and verbal communication skills; must be comfortable interacting with internal teams and external clients professionally
• Familiarity with FAR and other federal contract compliance preferred
• Proficiency in Deltek Vantagepoint / Vision required

Responsibilities

• Work closely with Engineering Principal and Project Managers to monitor project progress for billing
• Prepare invoices and accompanying spreadsheets along with invoice backups per contract requirements
• Execute the complete monthly invoicing cycle, ensuring invoices are prepared accurately and submitted timely in accordance with contract billing terms and schedules
• Review and interpret client contracts to establish billing methods (Lump Sum, Time & Materials, Cost Plus), invoicing frequency, reimbursable expenses, and documentation requirements inclusive of Pay Applications, Waivers and MWBE reports
• Assist with ensuring timely payments of vendor invoices and expense vouchers, as well as vendor and employee inquiries
• Maintain Accounts Payable Aging Report and reconciling vendor accounts
• Set up new projects in the financial system based on client contract terms, incorporating the appropriate phase/task structure, billing parameters, and insurance obligations
• Coordinate with project managers to validate project data, fee information, and milestones for accurate and timely billing
• Submit invoices via client-specific portals or through other electronic submission formats
• Track and reconcile project-level financial data, including prior billing, contract value, and remaining fee balances
• Monitor accounts receivable by following up on outstanding invoices and maintaining billing logs
• Ensure client and subconsultant certificate of insurance compliance is up to date and properly filed
• Prepare and submit reporting for MWBE, city, state, and local agency contracts as required
• Review subconsultant invoices and ensure required documentation is complete and compliant

Skills

Attention to detail

Written and verbal communication

Deadline management

Fast-paced environment

Contract knowledge

Education

High school diploma; degree in Accounting/Finance/Business preferred

Tools

Deltek Vantagepoint / Vision

Adobe Acrobat / Bluebeam

Microsoft Excel

Outlook

Word

Job description

PGAL, an international design firm, seeks a Project Billing Specialist to manage monthly invoicing, contract interpretation, and project setup. The role focuses on accurate billing cycles, client invoicing, and vendor/payable support across multiple active projects in a fast-paced studio environment.

The candidate should have 5+ years in project accounting or billing within AEC, with TxDOT billing experience and strong Deltek Vantagepoint / Vision proficiency.