Invoicing Coordinator

Vivant Consultants; New York (NY); On-site; USD 60,000 - 90,000; Full time

Job summary

Vivant Consultants in New York is seeking an Invoicing Coordinator to generate invoices for completed projects and collaborate with accounting, management, and project teams to ensure accurate billing.

You will maintain invoicing systems, track project progress for precise ongoing and final billing, and verify all billing details, classifications, and taxes. Strong attention to detail and teamwork across departments are essential.

Qualifications

• Bachelor's degree in accounting or related field is required.
• 3+ years of relevant accounting experience preferred.
• SAP, PMWeb, and Ariba familiarity is preferred.

Responsibilities

• Generate invoices for completed projects and ensure accuracy.
• Coordinate with Principals, Project Managers, and Logistics to schedule client invoicing.
• Track project progress for precise ongoing and final billing.
• Compile billing details and verify invoice accuracy.
• Check invoices for correct categorization and taxation.
• Manage and expedite pending Purchase Orders for timely billing.
• Adjust and reissue invoices as needed with proper documentation.
• Review third-party billing, including storage charges.
• Maintain a project tracker to monitor PO balances and update billing statuses.
• Support billing audits and related projects per accounting standards.
• Review contracts and client billing terms to ensure compliance with rates and payment schedules.
• Assist with ad hoc accounting tasks and departmental initiatives.

Skills

Attention to detail

Teamwork

Communication

Problem-solving

Education

Bachelor's degree in accounting or related field

Tools

SAP

PMWeb

Ariba

Job description

Overview: As an Invoicing Coordinator, your main tasks include generating invoices for completed projects and working with accounting, management, and project teams to ensure accurate billing. You will maintain and improve invoicing systems to avoid errors and ensure all billing details are correct.

Key Responsibilities:

• Ensure invoices and proposals accurately reflect project pricing.
• Work with Principals, Project Managers, and Logistics to schedule client invoicing.
• Track project progress for precise ongoing and final billing.
• Compile billing details, review initial data, and verify invoice accuracy.
• Check invoices for correct categorization and taxation.
• Manage and expedite pending Purchase Orders for timely billing.
• Adjust and reissue invoices based on requests, including necessary documentation
• Review and validate third-party billing, including applicable storage charges
• Maintain a project tracker to monitor PO balances and update billing statuses
• Support specialized billing activities, audits, and related projects while ensuring adherence to accounting standards
• Review contracts and client billing terms to ensure compliance with agreed rates, markups, and payment schedules
• Assist with ad hoc accounting tasks and departmental initiatives

Qualifications:

• Educational Requirement: Bachelor’s degree in accounting or related field.
• Professional Experience: 3+ years of relevant accounting experience is preferred .
• Technical Proficiencies: Proficiency in SAP, PMWeb, & Ariba is preferred.
• Knowledge of tax laws, union labor, or time-and-material (T&M) billing is highly desirable.
• High attention to detail and accuracy in handling billing and financial data.
• Strong teamwork skills to collaborate effectively across departments.
• Excellent organizational abilities to manage multiple tasks and meet deadlines.
• Proactive communication skills for clear interactions with clients and team members.
• Problem-solving skills and adaptability to efficiently resolve billing discrepancies.