Billing Specialist II

One Workplace; Santa Clara (CA); On-site; USD 36,000 - 47,000; Full time

Benefits offered by this job

15 days PTO

9 Paid holidays

Medical/Dental/Vision Insurance

Profit Sharing

401k + Employer Match

Paid Parental Leave

Wellness App

Job summary

One Workplace is seeking a Billing Specialist II to support billing and operations for California clients. You will ensure accurate labor and billing records, coordinate with Operations, Finance and external vendors, and maintain reporting across multiple systems.

The role requires attention to detail, strong analytics, and ability to manage multiple priorities in a fast-paced environment.

Qualifications

• Experience in billing, operations or accounting support preferred.
• Strong analytical and data-entry capabilities.
• Customer-focused with ability to communicate clearly.

Responsibilities

• Process and audit billing, accruals, liquidation and labor reporting.
• Manage and audit daily time entry for installation, warehouse, and subcontractor labor.
• Review labor lines, job costing and quotes for projects and accounts.
• Reconcile unbilled labor hours and monthly liquidations.
• Maintain billing documentation across internal systems.

Skills

Billing systems

Customer service

Data entry

Attention to detail

Analytical skills

Multitasking

Communication

Independent worker

Office software

Education

Associate degree

Tools

Microsoft Office

Job description

We are One Workplace. We believe that people with a purpose need great spaces to perform their best work. We think big but work small, innovate through relentless curiosity, and treat each other – and our clients – like family. Over the past 100 years, we haven’t forgotten who we are, and we’ve never stopped changing. From big city skyscrapers to the west coast's premier universities and medical facilities, we design insightful work spaces with the latest technology to provide our clients an environment that embodies their image and encourages success. Our drive and dedication to providing our clients with innovative spaces and solutions has helped us expand our footprint, and now it is time to expand our team.

One Workplace is committed to the development of empathetic leaders, diversification of talent and increased representation at every level of our business. We believe in cultivating a culture of inclusion and are dedicated to building and retaining teams through removing unnecessary barriers to employment and providing opportunities for career growth. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or veteran status.

Job Title: Billing Specialist II

Position Summary

The Billing Specialist II serves as a billing and operational support partner for internal and external California clients supporting Field Services and Warehouse operations. This role is responsible for processing, auditing, and maintaining accurate billing, labor, and financial records while ensuring timely and accurate reporting. The Billing Specialist II works cross-functionally with Operations, Finance, Project Management, and external vendors to support billing accuracy, job costing processes, invoice management, and departmental tracking. This position requires strong analytical skills, attention to detail, customer service, and the ability to manage multiple priorities.

Responsibilities

• Process and audit billing, accruals, liquidation, labor reporting, and related documentation for Field Services and Warehouse operations.
• Manage and audit daily time entry functions for installation, warehouse, temporary staff, and subcontractor labor to ensure accuracy and proper cost allocation.
• Process subcontractor time reports, bid labor invoices, work orders, and labor‑related documentation for verification and payment approval.
• Review and audit labor lines, change orders, job costing, labor rates, and supporting labor quotes for installation projects and key customer accounts.
• Report and reconcile unbilled labor hours, accruals, and monthly liquidations.
• Maintain departmental tracking records and ensure accuracy of billing, labor, vendor, and financial data.
• Create, update, and maintain employee, subcontractor, labor rate, pricing, and billing documentation across internal systems including MXT, Hedberg, and SharePoint.
• Review and audit operational, billing, aging, and labor reports to identify discrepancies and ensure accurate reporting.
• Coordinate with Finance, HR, Operations, Management, and external vendors to resolve billing discrepancies, labor issues, and ensure compliance with company policies and labor regulations.
• Report attendance, timekeeping, and labor discrepancies to Installation Supervisors and Management.
• Assist with creating, updating, and maintaining billing processes and procedures to support operational consistency and efficiency.
• Participate in monthly job costing and operational review discussions.
• Provide support and guidance to Billing Specialist I team members as needed.
• Perform additional billing, reporting, and operational support tasks as assigned.

Qualifications

Education/Experience

Associate’s degree (A.A.) from a two‑year college or university preferred; or 2–4 years of related billing, operations, accounting support, or administrative experience; or an equivalent combination of education and experience. Prior knowledge of office furniture industry operations and systems is preferred.

Knowledge / Skills / Abilities

• Strong knowledge of billing systems, operational processes, and the ability to quickly learn internal software platforms and operating systems.
• Exceptional customer service skills with the ability to professionally support internal teams, external vendors, and customers.
• High level of accuracy in data entry, billing review, and financial reporting.
• Strong attention to detail with the ability to identify discrepancies and resolve issues proactively.
• Strong analytical and problem‑solving skills.
• Ability to prioritize and manage multiple tasks in a fast‑paced, deadline‑driven environment.
• Strong verbal and written communication skills.
• Ability to work independently with moderate supervision while exercising sound judgment and accountability.
• Intermediate proficiency in Microsoft Office and reporting tools.
• Dedication and commitment to promoting diversity, multiculturalism, and inclusion in all work activities.
• Ability to collaborate effectively within diverse teams to foster productive outcomes.

Physical Requirements

• Ability to sit for extended periods.
• Ability to see, hear, speak clearly, and utilize hands for computer and administrative work.

The base salary will be determined based on your location, experience, and the pay of employees in similar positions. Actual total compensation will be dependent upon the individual's skills, experience and qualifications.

Employee Benefits

• 15 days of PTO
• 9 Paid holidays
• Medical/Dental/Vision Insurance
• Profit Sharing
• 401k + Employer Match
• Paid Parental Leave
• Wellness App with reimbursement of up to $500 per year
• Job Status - Non-Exempt

Working Environment

Regularly works with others face to face, over the phone and through email. Generally works in an office environment with moderate noise. Nature of work may require working off hours and significant time spent (50%) out of the office. Periodically works outside and may work around moving objects, dust and dirt.

Compensation Range

$26.20—$33.73 USD

If you are based in California, we encourage you to read this important information for California residents linked here.