Project Billing Specialist

HKA Birmingham; Dallas (TX); Hybrid; USD 65,000 - 90,000; Full time

Job summary

HKA is seeking a Project Billing Specialist to join our high-performing Finance and Accounting team in Dallas. This hybrid role is critical for maintaining financial integrity and delivering client satisfaction across a diverse portfolio of consulting engagements.

You will manage complex, high-volume billing cycles, keep ERP data accurate in Deltek Vantagepoint, and collaborate with engagement managers to resolve discrepancies while meeting tight deadlines.

Qualifications

• 2+ years of hands-on project billing experience in a professional services or consulting environment.
• Must be able to work in Dallas, TX on a hybrid schedule (2+ days in-office per week).
• Proven ability to accurately process high-volume billing (100+ invoices/month) with strong attention to detail and organization.
• ERP system billing experience required—preferably Deltek Vantagepoint or similar.
• Direct experience managing complex billing scenarios (split-party, multi-payor, flat-fee) and ensuring client-specific compliance.
• Demonstrated ability to use AI and emerging technologies as productivity tools with critical thinking and data governance.
• Ability to handle strict deadlines, frequent interruptions, and multiple stakeholders.
• Strong professional communication skills to work with executives, clients, and peers.

Responsibilities

• Set up and maintain project data, contracts, and client information in the ERP system (Deltek Vantagepoint).
• Own monthly invoicing for 20+ engagement managers, reviewing and finalizing 100+ pre-bills per cycle.
• Execute complex billing, including split-party, multi-payor, and flat-fee invoicing.
• Coordinate with engagement managers to resolve discrepancies and ensure timely, accurate billing.
• Ensure all electronic billing guidelines are followed and e-billing issues are resolved swiftly.
• Maintain comprehensive, up-to-date billing records, client preferences, approvals, and process documentation.
• Ensure compliance with internal controls, audit requirements, and client-specific billing agreements.
• Monitor WIP, flag at-risk billings, and partner with managers to minimize write-offs.
• Analyze aged accounts receivable and unapplied cash, resolve items with managers bi-monthly.
• Respond to billing inquiries professionally and timely.
• Provide regular billing and AR reports for management review.
• Serve as primary billing point of contact during team absences and support billing teammates on special projects.

Skills

Attention to detail

Professional communication

Time management

AI/technology fluency

Tools

Deltek Vantagepoint

Microsoft Office

Job description

HKA is a global leader in risk mitigation, dispute resolution, and expert witness services. We tackle complex challenges with our multi‑disciplinary expertise. As trusted consultants and advisors, we deliver solutions in uncertain and disputed situations, ensuring the best outcomes for clients worldwide. Our experts have testified globally on major cases spanning across a wide range of industries and sectors.

As part of the HKA team you can expect:

• Strong collaborative culture with a mutual pursuit of your success alongside the success of our teams.
• The opportunity to solve problems creatively, contribute to our innovative direction, and be valued as an individual.
• The ability to leverage HKA’s strong network and presence in various industries and reputation for exceptional expert witnesses to accelerate career development and connections.

The Opportunity:

HKA is seeking a Project Billing Specialist to join our high‑performing Finance and Accounting team. This hybrid role, based in Dallas, TX, plays a critical role in ensuring financial integrity and delivering exceptional client satisfaction across a diverse portfolio of consulting engagements.

As a vital partner to our project teams, you’ll orchestrate complex, high‑volume billing cycles, maintain accuracy in our ERP system, and tackle challenging client invoicing scenarios—helping power one of the world’s most respected professional consultancies. You’ll build close relationships with Partners and engagement managers and have real impact on outcomes, while developing in a supportive, growth‑focused environment.

Responsibilities:

Project & Billing Operations

• Set up and maintain project data, contracts, and client information in the ERP system (Deltek Vantagepoint).
• Own monthly invoicing for 20+ engagement managers, reviewing and finalizing 100+ pre‑bills per cycle.
• Execute complex billing, including split‑party, multi‑payor, and flat‑fee invoicing.
• Coordinate with engagement managers to resolve discrepancies and ensure timely, accurate billing.
• Ensure all electronic billing guidelines are strictly followed and e‑billing issues are resolved swiftly.

Compliance & Documentation

• Maintain comprehensive, up‑to‑date billing records, client preferences, approvals, and process documentation.
• Ensure compliance with internal controls, audit requirements, and client‑specific billing agreements.

Reporting & Issue Resolution

• Monitor WIP, proactively flag at‑risk billings, and partner with managers to minimize write‑offs.
• Analyze aged accounts receivable and unapplied cash, collaborating bi‑monthly with managers to resolve outstanding or disputed items.
• Respond to internal and external billing inquiries professionally and in a timely manner.
• Provide regular billing and AR reports for management review.

Team Support & Special Projects

• Serve as primary billing point of contact during team absences.
• Support billing teammates as needed and participate in special projects to optimize billing process.

Qualifications and Requirements:

• 2+ years of hands‑on project billing experience in a professional services or consulting environment.
• Must be able to work in Dallas, TX on a hybrid schedule (2+ days in‑office per week).
• Proven ability to accurately process high‑volume billing (100+ invoices/month) with strong attention to detail and organization.
• ERP system billing experience required—preferably Deltek Vantagepoint or similar.
• Direct experience managing complex billing scenarios (such as split‑party, multi‑payor, and flat‑fee arrangements) and ensuring compliance with client‑specific agreements.
• Proficient with Microsoft Office (Excel, Outlook, Word, and Adobe Acrobat).
• Demonstrated ability to use AI and emerging technologies as productivity tools while applying critical thinking, sound judgment, and appropriate data governance.
• Ability to handle strict deadlines, frequent interruptions, and simultaneous requests from multiple stakeholders.
• Strong professional communication skills to work with executives, clients, and peers.

What we offer:

At HKA we recognize that our people are critical to our ongoing success. Our priority is to provide an inclusive and collaborative culture aimed at providing the best opportunities for our people to thrive and develop in their chosen career path.

Our Global Recruitment team is committed to providing an authentic candidate experience for all those who take the time to apply to HKA. We are committed to providing an efficient and insightful recruitment process giving candidates a true reflection of life at HKA.

Fairness and Equality at HKA:

HKA works hard to provide a welcoming environment for all of our employees. We are committed as a business on the continued improvement of our fairness and equality strategy. Please visit our careers page for further information or feel free to ask our recruitment team for further information.

All HKA employment decisions shall be made in accordance with controlling laws and based on merit.