Operation Specialist

FTI; Menasha (WI); On-site; USD 45,000 - 65,000; Full time

Job summary

Faith Technologies, Inc. in Wisconsin is seeking an Operation Specialist to manage day-to-day client billings for assigned projects. Under supervision, you prepare billing packages, gather documentation, and maintain billing records.

You will work with Project Management, Operations, Finance and other stakeholders, ensuring invoices reflect contract terms and client requirements. Overtime may be required. This role emphasizes accuracy, attention to detail, and escalation when needed.

Qualifications

• Education: High School Diploma or GED
• Experience: 4 years of related experience. Construction industry experience preferred.
• Or Education: Associate Degree in Accounting
• Experience: 1-4 years of accounting, construction billing, project controls, or related experience.

Responsibilities

• Prepare client bills for assigned projects in accordance with established processes, contract terms, and client requirements.
• Review billing requirements and supporting documentation for completeness and accuracy.
• Gather required billing information from project teams and other stakeholders.
• Prepare billing packages for review.
• Enter and maintain billing information in applicable systems.
• Track billing deadlines and outstanding requirements.
• Maintain accurate billing records and supporting documentation.
• Escalate billing discrepancies, contract questions, or unusual circumstances to the Senior Operation Support Specialist.
• Develop working knowledge of assigned project contracts and billing requirements.
• Apply established contract and client billing requirements when preparing bills.
• Identify missing or inconsistent information and coordinate resolution with the appropriate team.
• Support the Senior in ensuring client bills accurately reflect contractual requirements.
• Enter and maintain billing information within applicable software.
• Prepare and route billing workflows according to established procedures.
• Upload and maintain supporting documentation.
• Monitor assigned workflows and approval status.
• Follow up on outstanding actions.
• Escalate workflow or system issues as needed.
• Provide billing-related information and documentation to the Billing Department as requested.
• Coordinate with project teams to obtain information needed for pay application activities.
• Maintain appropriate billing records related to pay applications.
• Escalate discrepancies or questions involving billing requirements.
• Assist with routine communication with client billing representatives.
• Provide billing documentation and information as directed.
• Assist with billing-related audits and documentation requests.
• Track outstanding requests and elevate complex issues.
• Enter and route LNTP documentation while the process remains applicable.
• Track approvals and maintain required records.
• Follow up on outstanding actions.
• Distribute executed documentation as required.
• Transition the process as projects reach FGMP.
• Obtain project information needed to prepare accurate client bills.
• Coordinate with Operations, Finance, Project Management, and General Ledger regarding billing information.
• Verify billing information is complete and consistent with established requirements.
• Identify discrepancies and communicate them to the appropriate owner.
• Support billing-related financial documentation without assuming ownership of project cost management, forecasting, EAC, or cash flow.
• Maintain accurate billing and contractual documentation.
• Organize and file billing records in accordance with established procedures.
• Maintain project billing contacts and stakeholder information as assigned.
• Manage assigned workload to meet billing deadlines.
• Identify recurring issues and communicate potential process improvements.
• Support other team members during periods of increased workload as directed.
• Performs other related duties as required and assigned.

Skills

Billing administration

Attention to detail

Communication

Education

High School Diploma or GED

Associate Degree in Accounting

Tools

Billing software

Job description

You’ve discovered something special. A company that cares. Cares about leading the way in construction, engineering, manufacturing and renewable energy. Cares about redefining how energy is designed, applied and consumed. Cares about thoughtfully growing to meet market demands. And — as “one of the Healthiest 100 Workplaces in America” — is focused on the mind/body/soul of team members through our Culture of Care

The Operation Specialist performs the day-to-day activities required to prepare and administer accurate client billings for assigned projects. Working under the direction of the Senior Operation Specialist, this position prepares billing packages, gathers supporting documentation, maintains billing systems and records, and tracks billing requirements and approvals.

The Operation Specialist develops an understanding of applicable contract terms and client billing requirements and applies established processes to prepare accurate bills. The position works with Project Management, Operations, Finance, and other stakeholders to obtain required information and escalates complex contract questions, discrepancies, or exceptions to the Senior.

Minimum Requirements

Education: High School Diploma or GED

Experience: 4 years of related experience. Construction industry experience preferred.

or

Education: Associate Degree in Accounting

Experience: 1-4 years of accounting, construction billing, project controls, or related experience. Construction industry experience preferred.

Travel: 0-10%

Work Schedule: Typical work hours are between 7:00 a.m. and 5:00 p.m. Monday - Friday. Overtime may be required.

Key Responsibilities

Billing Administration

• Prepare client bills for assigned projects in accordance with established processes, contract terms, and client requirements.
• Review billing requirements and supporting documentation for completeness and accuracy.
• Gather required billing information from project teams and other stakeholders.
• Prepare billing packages for review.
• Enter and maintain billing information in applicable systems.
• Track billing deadlines and outstanding requirements.
• Maintain accurate billing records and supporting documentation.
• Escalate billing discrepancies, contract questions, or unusual circumstances to the Senior Operation Support Specialist.

Contract & Billing Requirements

• Develop working knowledge of assigned project contracts and billing requirements.
• Apply established contract and client billing requirements when preparing bills.
• Identify missing or inconsistent information and coordinate resolution with the appropriate team.
• Support the Senior in ensuring client bills accurately reflect contractual requirements.

Billing Software Administration

• Enter and maintain billing information within applicable software.
• Prepare and route billing workflows according to established procedures.
• Upload and maintain supporting documentation.
• Monitor assigned workflows and approval status.
• Follow up on outstanding actions.
• Escalate workflow or system issues as needed.

Pay Application Coordination

• Provide billing-related information and documentation to the Billing Department as requested.
• Coordinate with project teams to obtain information needed for pay application activities.
• Maintain appropriate billing records related to pay applications.
• Escalate discrepancies or questions involving billing requirements.

Client & Audit Support

• Assist with routine communication with client billing representatives.
• Provide billing documentation and information as directed.
• Assist with billing-related audits and documentation requests.
• Track outstanding requests and elevate complex issues.

LNTP Administration – Transitional

• Enter and route LNTP documentation while the process remains applicable.
• Track approvals and maintain required records.
• Follow up on outstanding actions.
• Distribute executed documentation as required.
• Transition the process as projects reach FGMP.

Billing & Financial Coordination

• Obtain project information needed to prepare accurate client bills.
• Coordinate with Operations, Finance, Project Management, and General Ledger regarding billing information.
• Verify billing information is complete and consistent with established requirements.
• Identify discrepancies and communicate them to the appropriate owner.
• Support billing-related financial documentation without assuming ownership of project cost management, forecasting, EAC, or cash flow.

Documentation & Team Support

• Maintain accurate billing and contractual documentation.
• Organize and file billing records in accordance with established procedures.
• Maintain project billing contacts and stakeholder information as assigned.
• Manage assigned workload to meet billing deadlines.
• Identify recurring issues and communicate potential process improvements.
• Support other team members during periods of increased workload as directed.
• Performs other related duties as required and assigned.

The job description and responsibilities described are intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills, and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate.

How Does FTI Give YOU the Chance to Thrive?

If you’re energized by new challenges, FTI provides you with many opportunities. Joining FTI opens doors to redefine what’s possible for your future.

Once you’re a team member, you’re supported and provided with the knowledge and resources to achieve your career goals with FTI. You’re officially in the driver’s seat of your career, and FTI’s career development and continued education programs give you opportunities to position yourself for success.

Benefits Are The Game-Changer

We provide industry-leading benefits as an investment in the lives of team members and their families. You’re invited to review the full list of FTI benefits available to regular/full-time team members. Start here. Grow here. Succeed here. If you’re ready to learn more about your career with FTI.

Faith Technologies, Inc. is an Equal Opportunity Employer – veterans/disabled.

Employment is contingent upon successfully passing a background and drug test