Invoice Specialist

IntePros; Pittsburgh (Allegheny County); On-site; USD 42,000 - 64,000; Full time

Job summary

IntePros with a Pittsburgh-based environmental engineering partner seeks an Invoice Specialist to own end-to-end client invoicing, ensure billing accuracy, and maintain project financial records in a fast-paced setting.

Collaborating with Project Managers, Accounting, clients, vendors, and subcontractors, you will ensure timely invoicing, accurate coding, and up-to-date reporting for month-end closes.

Qualifications

• Associate's degree preferred in Accounting, Finance, or related field.
• 1+ years of invoicing/billing/accounts payable experience in a deadline-driven environment.
• Experience generating high-volume client invoices and supporting billing processes.
• Knowledge of accounts payable, expense processing, invoice reconciliation, and financial record maintenance.
• Understanding of project billing, job costing, or contract-based invoicing is preferred.
• Strong Microsoft Excel and Microsoft Office skills.
• Excellent attention to detail with strong organizational, analytical, and data entry skills.
• Ability to interpret billing requirements and ensure invoice accuracy.
• Strong communication skills with cross-functional collaboration (Accounting, Project Managers, clients, vendors).
• Experience with BST, Deltek, Oracle, or other ERP/project accounting systems is a plus.

Responsibilities

• Prepare, review, and issue accurate client invoices in accordance with contract terms and project milestones.
• Manage the full invoice lifecycle, including pre-bill preparation, revisions, approvals, and final submission with supporting documentation.
• Process and track accounts payable invoices for vendors and subcontractors, ensuring timely payment and proper coding.
• Review employee expense reports for accuracy, coding, approvals, and reimbursement processing.
• Maintain project financial information by setting up new projects and updating billing rates, budgets, payment terms, and contract details within the accounting system.
• Review contracts to ensure billing requirements, markups, taxes, and invoicing procedures comply with client agreements.
• Monitor project costs, billing activity, and revenue to identify discrepancies and support month-end financial close.
• Generate invoice, billing, and financial reports for Project Managers and Accounting.
• Assist with timesheet review and labor allocation to support accurate project billing.
• Respond to client and internal inquiries regarding invoices, payment status, billing discrepancies, and supporting documentation.
• Maintain organized financial records and provide administrative support related to project documentation and billing.

Skills

Invoicing

Accounts Payable

Billing

Excel

Communication skills

Education

Associate's degree in Accounting or Business Administration

Tools

BST

Deltek

Oracle

Job description

Pittsburgh, PA | 100% Onsite | Contract-to-Hire

IntePros is partnering with a leading environmental engineering firm to hire an Invoice Specialist for their Pittsburgh office. This role is ideal for someone with experience in invoicing, billing, accounts payable, contract management, and project financial support who thrives in a fast-paced, deadline-driven environment.

As an Invoice Specialist, you'll be responsible for managing the end-to-end client invoicing process, ensuring billing accuracy, maintaining project financial records, and supporting accounts payable activities. You'll collaborate closely with Project Managers, Accounting, clients, vendors, and subcontractors to ensure invoices are processed accurately, payments are tracked, and project financials remain up to date.

Responsibilities

• Prepare, review, and issue accurate client invoices in accordance with contract terms and project milestones.
• Manage the full invoice lifecycle, including pre-bill preparation, revisions, approvals, and final submission with supporting documentation.
• Process and track accounts payable invoices for vendors and subcontractors, ensuring timely payment and proper coding.
• Review employee expense reports for accuracy, coding, approvals, and reimbursement processing.
• Maintain project financial information by setting up new projects and updating billing rates, budgets, payment terms, and contract details within the accounting system.
• Review contracts to ensure billing requirements, markups, taxes, and invoicing procedures comply with client agreements.
• Monitor project costs, billing activity, and revenue to identify discrepancies and support month-end financial close.
• Generate invoice, billing, and financial reports for Project Managers and Accounting.
• Assist with timesheet review and labor allocation to support accurate project billing.
• Respond to client and internal inquiries regarding invoices, payment status, billing discrepancies, and supporting documentation.
• Maintain organized financial records and provide administrative support related to project documentation and billing.

Qualifications

• Associate's degree in Accounting, Finance, Business Administration, or a related field preferred.
• 1+ years of experience in invoicing, billing, accounts payable, accounts receivable, or project financial administration.
• Experience generating high-volume client invoices and supporting billing processes in a deadline-driven environment.
• Knowledge of accounts payable, expense processing, invoice reconciliation, and financial record maintenance.
• Understanding of project billing, job costing, or contract-based invoicing is preferred.
• Strong Microsoft Excel and Microsoft Office skills.
• Excellent attention to detail with strong organizational, analytical, and data entry skills.
• Ability to interpret billing requirements and ensure invoice accuracy.
• Strong communication skills with the ability to work cross-functionally with Accounting, Project Managers, clients, and vendors.
• Experience with BST, Deltek, Oracle, or other ERP/project accounting systems is a plus.