Project Billings Specialist (#00608)

PMA Consultants LLC; Ann Arbor (MI); Hybrid; USD 83,000 - 98,000; Full time

Job summary

PMA Consultants LLC is seeking a Project Billings Specialist for a hybrid role at our Ann Arbor headquarters. You will issue invoices for services, maintain contract documents, and monitor accounts receivable and budgets using NetSuite.

The role requires strong attention to detail, experience with NetSuite, and excellent communication to coordinate with project managers and clients. This position supports our FP&A/Contracts team and fosters internal collaboration.

Qualifications

• Bachelor's or associate degree in business or accounting preferred or at least 10 years of relevant work experience.
• 5+ years of project accounting experience in a similar role with billing and general accounting duties.
• Experience with NetSuite and NetSuite billings module.
• Experience with other relevant software (e.g. Oracle, SAP, Deltek Vision).
• Proficiency in MS Office, primarily Excel.
• Knowledge of relevant laws, ethics, and confidentiality guidelines.

Responsibilities

• Prepare monthly invoices using NetSuite, summarizing time charges by employee and project.
• Customize invoices following multiple clients' requirements.
• Keep project records and project files organized, updated, and easily accessible.
• Set up new projects and tasks in NetSuite following internal guidelines.
• Monitor and manage project account balances to identify outstanding debts or inconsistencies.
• Communicate with project managers and clients to resolve payment issues.
• Organize timesheet data for invoices and coordinate sub-consultants' invoices and expenses.
• Monitor project budgets to ensure the projects stay within the approved budget.
• Alert project managers when approaching budget maximums.
• Answer questions and handle communications with clients regarding invoices and collection duties.
• Participate in internal initiatives supporting other departments.

Skills

Excellent communication

Organizational skills

Attention to detail

Prioritization

Reliability

Problem solving

Education

Bachelor's or associate degree in business or accounting

Tools

NetSuite

NetSuite billings module

Oracle

SAP

Deltek Vision

MS Office / Excel

Job description

PMA Consultants has an exciting opportunity for a proven Project Billings Specialist to join our team. The Project Billings Specialist will be a hybrid role based at our Corporate Headquarters in Ann Arbor.

As an integral member of our FP&A/Contracts Team, the Project Billings Specialist will perform a pivotal role in ensuring client billing for services performed utilizing our ERP system, NetSuite, and contract document management. This position will be responsible for issuing invoices to clients for services performed, maintaining contract documents, keeping project budget documentation current, monitoring accounts receivables and collections, and supporting PMA operations leaders with project related information and reporting.

Key Responsibilities

• Prepare monthly invoices using Net Suite, summarizing time charges by employee and project.
• Customize invoices following multiple clients' requirements.
• Keep project records and project files organized, updated, and easily accessible. These will include contract files, purchase orders, task orders, insurance certificates, and sub-consultant agreements.
• Set up new projects and tasks in NetSuite following internal guidelines.
• Monitor and manage project account balances to identify outstanding debts or other inconsistencies.
• Communicate with project managers and clients to resolve payment issues.
• Organize timesheet data for invoices, as well as coordinating invoices from sub-consultants and travel and general expenses to be included in the PMA invoice to the client.
• Constantly monitor project budgets to ensure the projects stay within the approved budget throughout the performance of the services to the client.
• Alert project managers when they are close to the budget maximum.
• Answer questions and handle communications with clients regarding invoices and collection duties, including data reconciliation.
• Participate in internal initiatives supporting other departments within the organization.

Position qualifications

• Bachelor's or associate degree in business or accounting-related fields preferred or at least 10 years of relevant work experience, or an equivalent combination of education and experience
• 5+ years of project accounting experience in a similar role with billing and general accounting duties
• Experience with NetSuite and NetSuite billings module
• Experience with other relevant software (e.g. Oracle, SAP, Deltek Vision).
• Proficiency in MS Office, primarily Excel.
• Ability to perform math and other detail-oriented functions.
• Knowledge of relevant laws, ethics, and confidentiality guidelines.
• Excellent communication and organizational skills.
• Ability to prioritize tasks based on urgency.
• Reliability in handling accounts and documents.

Additional Requirements

Physical: Standing or sitting for long periods; must be able to lift up to 15 pounds at times and spend extended hours in front of a computer screen.
Cognitive: Problem-solving, written, and verbal communication skills; computer and software skills; and ability to read and interpret text online or in printed form.

About PMA

At PMA, employee well-being is a daily priority. We offer a combination of workplace options that include a PMA office location; work-from-home; or a client site. Wherever we work, we openly share knowledge as we believe that collaboration with peers improves our work product and that pursuing subject matter expertise is a lifelong endeavor.

We are committed to a culture of equity, diversity, and inclusion. We affirm and respect diverse backgrounds and opinions because we believe they yield the best solutions for our clients. We promote emotional intelligence and trust by nurturing these values within our new hires.

We encourage staff to develop rewarding, long-term careers at PMA, and we implement formal leadership development programs that help you attain your goals. At PMA, shared success is a core value. Every employee who contributes is recognized, celebrated, and rewarded. We look for self-driven candidates eager to assume responsibility and join a community of respect founded on collaboration and accountability, not titles. If you aim to transform the project management practice toward continuous improvement of project outcomes, the profession, and yourself, PMA looks forward to warmly welcoming you to our team.

We offer competitive pay and benefits, wellness programs for you and your family, and career development opportunities to advance your professional goals.

As a PMA professional, you will be empowered to make timely and effective decisions and significant daily contributions to complex facets of project delivery. Join a team that has achieved a world-class reputation in the construction industry and has been voted a "Best Place to Work."

PMA offers competitive wages and comprehensive benefits, including medical, prescription, dental, vision, time off with pay, 401(k) with company match, life, disability, and professional development reimbursement for qualifying employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, sexual orientation, gender identity, or gender expression), disability, national origin, or any other characteristic protected by applicable laws, regulations, and ordinances. Qualified female and minority applicants are encouraged to apply.

EOE, including persons with disabilities and veterans.

VEVRAA federal contractor.

The salary range for this position is $83,083 - $97,621.

A hired employee will be placed within this salary range based on a variety of legitimate business reasons, including but not limited to the individual's scope of relevant experience and geographic location.