Project Accountant

D escoto Inc; Chicago (IL); On-site; USD 65,000 - 80,000; Full time

Benefits offered by this job

Competitive base pay

Medical, dental, and vision coverage

401k plan with employer match

Paid time off

Paid company holidays

Professional development assistance

Pre-tax commuter benefit

Life and disability insurance

Pet Insurance

Identity Theft Protection

Job summary

D escoto Inc is seeking an experienced Billing Specialist to manage invoicing for multiple projects. You will prepare, review, and submit monthly invoices, track timecards from Payroll, and ensure accurate billing data and timely client payments.

The role requires strong Excel skills, familiarity with QuickBooks and Maginox, and a detail-oriented mindset to maintain billing records, generate reports, and support contract administration.

Qualifications

• Bachelor’s degree or some college courses in accounting or business preferred.
• Proficient in Excel and accounting software; strong data entry and reporting skills.
• 2–4 years of billing and receivables experience, preferably in A/E/C.
• Familiarity with QuickBooks or similar platforms is a plus.

Responsibilities

• Prepare, review, and submit monthly invoices with supporting documentation.
• Monitor outstanding invoices and pursue timely client payments.
• Respond to client inquiries about billing and payments.
• Resolve billing discrepancies through communication with clients and stakeholders.
• Maintain accurate billing records and generate reports as needed.
• Collaborate with other departments to ensure timely reporting and analysis.
• Ensure compliance with accounting regulations and contract billing terms.
• Provide excellent customer service to clients and stakeholders.
• Enter timecard information from Payroll system and expense reports into QuickBooks.
• Enter and maintain project/contract data in Maginox, including changes and status.

Skills

Excel proficiency

Billing and receivables

Attention to detail

Communication skills

Time management

Analytical skills

Basic math

Problem solving

Education

Bachelor’s Degree or some college (accounting/business)

Tools

QuickBooks

Maginox

Expense Reimbursement Software

Job description

Job Description

Job Description

Preparation, review, and administration of all invoicing documents relating to the company’s projects. This position will provide detailed support throughout the full life cycle of the project, and includes initiating and tracking job setup, document retention, invoicing, cost control and reporting, and project closeout.

KEY AREAS OF RESPONSIBILITY

• Review and prepare invoices, ensuring accuracy and completeness of billing data.
• Monitor and follow up on outstanding invoices, ensuring timely payment from clients.
• Respond to client inquiries regarding billing and payment.
• Resolve billing issues, such as discrepancies or disputes, by communicating with clients and other stakeholders.
• Maintain accurate and complete billing records and reports.
• Collaborate with other departments to ensure accurate and timely reporting and analysis.
• Ensure compliance with accounting and financial regulations and policies.
• Provide excellent customer service to clients and other stakeholders.
• Provide excellent customer service skills to clarify billing disputes or payment processes
• Organize and manage invoicing folders for monthly invoicing
• Timely and accurate preparation and submittal of monthly invoices and supporting documentation, including timecard information from Payroll system for assigned corporate contracts
• Enter all invoices into QuickBooks including Subconsultant invoices
• Maintain all monthly invoicing logs
• Enter and maintain all project and contract information in Maginox (project tracking software), including invoice adjustments, change orders, amendments and contract and project status
• Maintain all staff rates, overhead rates, and import timecards into Maginox for accurate reporting
• Ensure compliance with contract billing requirements
• Create and edit reports in Excel spreadsheet format as required
• Enter Employee Expense Reports into QuickBooks from Expense Reimbursement Software
• Generate forecasting for existing contracts to determine remaining fees for Operations
• Establish communication with Prime and Subconsultant accounts payable and receivables groups, proactively understanding workflow to receive monthly payment; send monthly reminders for invoice due dates as needed
• Employ problem-solving skills and analysis, and report problems to the Controller, as necessary
• Attend all Operations and Contract Administration meetings
• Adherence to all contract terms and ensure Operations is aware of any issues
• Assist the Vice President, Operations and Controller and provide administrative support on a as needed basis

SKILLS, KNOWLEDGE, EDUCATION AND EXPERIENCE

• Bachelor’s Degree or some college courses in accounting or business preferred
• Intermediate to advanced computer literacy, including experience in word processing, spreadsheets and accounting software
• Must be highly proficient in Excel
• 2 - 4 years of billing and receivables, with at least 2 - 3 years in A/E/C environment, a plus
• Knowledge of Quick Books or other accounting platform, a plus
• Strong attention to detail, effective communication, and strong time management skills
• A basic knowledge of standard contract terms, including hourly, lumps sum, not-to-exceed and how they are applied in the billing process
• Ability to work well with others under deadline situations and respond to changes in priorities
• Must be a team player
• Good written and verbal communication skills and strong organizational skills
• Ability to work independently and as part of a team, take initiative, set priorities and see projects through to completion
• Knowledge of the project structure in a client/consultant business environment, a plus
• Ability to manage multiple priorities and meet deadlines
• Possess analytical skills to complete data entry
• Ability to safely handle confidential information such as banking accounts or Social Security numbers (SSNs) and customer data
• Basic math and accounting skills to document financial records
• Strong understanding of accounting and financial principles and practices

COMPENSATION & BENEFITS

• **** Competitive base pay ($65,000 to $80,000 per year) The exact starting compensation to be offered will be determined at the time of selecting an applicant for hire, in which a wide range of factors will be considered, including but not limited to, skillset, years of applicable experience, education, credentials and licensure, as applicable.
• Medical, dental, and vision coverage plan options
• Company paid life insurance and short-term/long-term disability
• 401k plan with and employer safe harbor match
• Paid time off
• Paid company holidays
• Professional development assistance, licensure, and professional membership reimbursement
• Pre-tax commuter benefit
• Voluntary life and accident insurance
• Voluntary Critical Illness, Accident and Hospital Indemnity insurance
• Pet Insurance
• Identity Theft Protection