Billing, Contracts & Accounting Specialist

Emprime Solutions; Port Johnson (NJ); On-site; USD 34,440 - 37,195; Full time

Benefits offered by this job

401(k)

401(k) matching

Company parties

Job summary

Emprime Solutions seeks a Billing, Contracts & Accounting Coordinator to support invoicing, purchase order processing, subcontractor documentation, contract management, expense tracking, reconciliations, and collections. The role requires a proactive, dependable team member able to coordinate with multiple departments and vendors to ensure all work is documented and billed on time.

The position is on-site in Bayonne, NJ, with a Monday–Friday schedule, and compensation of $25–$27 per hour.

Qualifications

• Previous experience in billing, invoicing, accounts receivable, purchase order administration, bookkeeping, contract administration, or accounting support.
• Strong understanding of purchase order controls, invoice matching, job costing, bank reconciliations, and credit card reconciliations.
• Experience with subcontractors, vendors, service contracts, purchase orders, and supporting billing documentation.
• Experience with Simpro, QuickBooks, or similar accounting and job-management software is strongly preferred.
• Strong Excel or spreadsheet skills.
• Excellent attention to detail and follow-through.
• Ability to manage deadlines and follow up consistently on missing information.
• Strong written and verbal communication skills.
• Ability to handle confidential financial and business information professionally.
• Experience in janitorial services, facilities management, construction, property management, HVAC, or another service-based industry is a plus.

Responsibilities

• Prepare, review, and process customer invoices accurately and on schedule.
• Review jobs, work orders, purchase orders, labor, materials, and supporting documentation in Simpro to confirm that all billable work is captured.
• Manage the purchase order process, including creating, tracking, reviewing, and closing purchase orders.
• Confirm that purchase orders match approved scopes, vendor invoices, subcontractor invoices, job costs, and client billing requirements.
• Follow up with subcontractors, vendors, field employees, and internal team members for missing purchase orders, invoices, receipts, completion documents, approvals, or other required information.
• Ensure all vendor and subcontractor invoices are connected to the correct purchase order, job, property, department, or customer.
• Idntify open, missing, duplicate, overbilled, or incorrectly coded purchase orders and resolve discrepancies promptly.
• Maintain a purchase order tracker showing status, value, vendor, job assignment, approval status, invoicing status, and remaining balance.
• Ensure approved purchase orders and supporting documents are properly entered and maintained in Simpro.
• Ensure all active customer contracts and recurring services are billed correctly and according to contract terms.
• Maintain a detailed contract tracker, including start dates, expiration dates, renewal dates, pricing changes, insurance requirements, and outstanding signatures.
• Coordinate contract renewals and assist with transferring expiring agreements into updated contracts.
• Track company expenses and confirm that expenses are assigned to the correct job, property, department, or customer.
• Complete bank reconciliations and credit card expense reconciliations.
• Identify discrepancies, duplicate expenses, missing receipts, unbilled costs, and billing errors.
• Assist with accounts receivable and collection follow-ups as needed.
• Maintain accurate records of outstanding invoices, payment commitments, disputes, and collection activity.
• Support month-end billing and accounting close procedures.
• Produce reports on invoicing status, unbilled work, open purchase orders, missing documentation, expiring contracts, outstanding receivables, and expenses.
• Work closely with operations, accounting, subcontractors, vendors, and management to keep billing and financial records current.

Job description

Emprime Solutions seeks a Billing, Contracts & Accounting Coordinator to support invoicing, purchase order processing, subcontractor documentation, contract management, expense tracking, reconciliations, and collections. The role requires a proactive, dependable team member able to coordinate with multiple departments and vendors to ensure all work is documented and billed on time.

The position is on-site in Bayonne, NJ, with a Monday–Friday schedule, and compensation of $25–$27 per hour.