Deltek Project Billing Specialist

Aston Carter; United States; Hybrid; USD 69,000 - 83,000; Full time

Benefits offered by this job

Medical benefits

Hybrid schedule

Contract role

ERP migration project

Job summary

Aston Carter seeks a Project Administrator (Deltek) to support a busy project-based team in downtown Boston. The role focuses on project setup, contract review, billing, invoicing, and ongoing coordination with internal stakeholders in a hybrid schedule (three days onsite).

You will manage a high volume of invoices, oversee rate schedules and billing terms, generate prebill reports, and assist with ERP migration activities.

Qualifications

• Hands-on experience with Deltek, including project setup and project-based billing functionality.
• Experience in project administration, project billing, or a similar project-focused role.
• Experience generating invoices and managing billing activities from prebill through final invoice submission.
• Ability to read and interpret contracts and understand how contractual terms impact billing and project setup.
• Experience reviewing bill rates, budgets, contracts, project charges, and billing terms for accuracy and compliance.
• Strong attention to detail with the ability to identify discrepancies before they impact billing or financial reporting.
• Strong written and verbal communication skills for effective collaboration with project managers and internal stakeholders.
• Comfort working directly with and following up with multiple project managers in a fast-paced environment.
• Ability to manage competing priorities and deadlines while supporting a high volume of projects and invoices.
• Ability to take direction and work independently while proactively raising questions and issues when appropriate.
• Ability to work onsite in downtown Boston three days per week as part of a hybrid work schedule.

Responsibilities

• Provide day-to-day project administration, billing, and financial support for a large portfolio of projects and project managers.
• Read and interpret contract provisions and establish accurate project information within Deltek in accordance with contract terms and company policies.
• Review project initiation documentation and validate key contractual elements, including contract values, project budgets, scope of services, fee structures and billing types, payment terms, and required approvals and authorizations.
• Verify and update project rate schedules and demographic information provided by project managers to ensure accurate billing and reporting.
• Ensure appropriate markups, tax components, invoice formats, and other billing requirements align with contractual provisions and internal standards.
• Review bill rates, project charges, and budget information for accuracy and promptly identify and address potential discrepancies.
• Initiate the billing cycle by generating and distributing prebill reports within established deadlines.
• Work directly with project managers to review charges, obtain approvals, and make billing edits based on their direction.
• Finalize invoices with all required supporting documentation and attachments, ensuring completeness and accuracy.
• Generate a high volume of invoices, approximately 100 to 150 per cycle, while maintaining accuracy and meeting established deadlines.
• Submit finalized invoices to corporate accounting for posting and to clients in accordance with project manager instructions.
• Proactively follow up with project managers to resolve missing information, billing questions, discrepancies, or outstanding approvals.
• Track accounts receivable and accounts payable activity as needed to support project processing and financial oversight.
• Complete revenue reviews, project maintenance, billing activities, and other responsibilities in accordance with the monthly accounting close schedule.
• Prepare financial reports, cost analyses, and other management reports for project managers, internal managers, and company leadership.
• Assist with project and accounting data cleanup, validation, and preparation in support of an upcoming ERP migration.
• Provide additional accounts payable, accounts receivable, general ledger, and project accounting support as needed during and after the ERP migration.
• Collaborate closely with the existing Senior Project Administrator and other internal stakeholders to ensure projects, billing, and financial information remain accurate and on schedule.
• Manage competing priorities and deadlines in a high-volume environment while maintaining strong attention to detail and data integrity.

Skills

Project administration

Billing

Accounting

Contract interpretation

Communication

Attention to detail

Multiple project management

Independent work

Hybrid work coordination

Tools

Deltek

Job description

Aston Carter seeks a Project Administrator (Deltek) to support a busy project-based team in downtown Boston. The role focuses on project setup, contract review, billing, invoicing, and ongoing coordination with internal stakeholders in a hybrid schedule (three days onsite).

You will manage a high volume of invoices, oversee rate schedules and billing terms, generate prebill reports, and assist with ERP migration activities.