Senior Billing & Accounting Coordinator

Hoffman Mechanical Solutions, Inc.; Greensboro, Northern (NC, KY); Hybrid; USD 70,000 - 110,000; Full time

Job summary

Hoffman & Hoffman, Inc. seeks a Senior Billing & Accounting Coordinator in Greensboro, NC to manage billing for large, complex projects, including progress-billed accounts exceeding $2.5 million.

The role reports to the Controller and works across Billing, Order Entry, Sales, Accounting, and Credit to ensure accurate, on-schedule invoicing and audit-ready documentation. Exempt, full-time position with potential process improvements.

Qualifications

• Bachelor's degree preferred; associate degree with relevant experience considered.
• 3–5 years in project billing, contract administration, or accounting.
• Experience with ERP systems and financial/billing reporting tools.

Responsibilities

• Own billing for large, complex, progress-billing projects; review contracts and schedules before invoicing.
• Coordinate prebilling, progress, milestones, final billing, credits, and rebills; ensure tax compliance.
• Track billed vs. ready billing; review invoicing reports for errors and delays.
• Review major-project invoices for accuracy before sending.
• Maintain audit-ready contract and billing documentation.

Skills

Project billing

Contract terms

Excel skills

Cross-functional coordination

Attention to detail

Communication

Education

Accounting degree

Finance degree

Tools

ERP system

Financial reporting tools

Job description

Job Title:Senior Billing & Accounting Coordinator

Reports to:Controller

FLSA Status:Exempt

Position Purpose

The Senior Billing & Accounting Coordinator manages billing coordination, contract compliance, and cash-flow visibility for the company's large, complex, and progress-billed projects, including strategic accounts and jobs of $2.5 million and over. As a member of both the Accounting and Billing teams, this role is the central point of coordination among Billing, Order Entry, Sales, Accounting, and Credit, ensuring major projects are billed accurately and on schedule. Working with the Controller and leadership, this role identifies and communicates billing, documentation, and cash-flow risks early, drives resolution with Sales and other departments, and maintains audit-ready project documentation.

Duties and Responsibilities

• Own billing for large, complex, progress-billing, and $2.5 million-and-over projects: review contracts, blue sheets, tax status, schedules, change orders, and proof of delivery before invoicing.
• Coordinate prebilling, progress, milestone, final billing, credit memos, rebills, and prepayments; ensure billing follows each contract's terms, retainage, and tax requirements.
• Track what has billed, what is ready, and what is blocking billing; review invoicing reports (including the Daily Invoicing Report) for missed, delayed, duplicate, or incorrect billing.
• Review major-project invoices for accuracy (contract value, tax status, PO requirements, proof of delivery) before they are sent.
• Keep major-project contract, invoice, and billing documentation organized and audit-ready.

Cash Flow and Accounting Coordination

• Monitor cash in/out on major projects, flag unfavorable cash positions, and track customer receipts against vendor invoices, deposits, and prepayments.
• Work with Accounting on billing timing, invoice corrections, credits, rebills, payment application, and revenue-recognition alignment; communicate unbilled revenue and payment-exposure risk.
• Confirm vendor invoices match contract terms and approved costs; follow up on missing, duplicate, or incorrect vendor invoices.
• Provide leadership with clear billing and cash-flow status updates for major projects.

Cross-Functional Coordination and Leadership

• Serve as the central coordinator among Billing, Order Entry, Sales, Accounting, and Credit for major projects; maintain a project tracker with milestones, owners, due dates, and open issues.
• Lead or participate in recurring project-status meetings, track action items to completion, and escale major risks early to the Controller.
• Work with Credit on account holds, disputes, and delayed-payment risk; improve billing processes, trackers, and acquisition-transition procedures.

Sales Support and Documentation Compliance

• Support Sales on large projects while enforcing contract, documentation, and billing requirements; explain what's needed for billing to proceed.
• Professionally return incomplete or inaccurate blue sheets/contracts to Sales for correction, and follow up until resolved; escale repeated issues to Sales leadership.
• Work with Order Entry to keep contract files accurate and current, reflecting change orders and billing adjustments.

Documentation, Reporting, and Process Improvement

• Maintain clean electronic files for each major project (contracts, invoices, billing schedules, proof of delivery, credit memos, backup).
• Create leadership status updates on project billing progress and cash-flow risk; support acquisition-related documentation and billing transitions.
• Identify recurring billing/documentation problems and recommend process improvements; build or improve trackers, checklists, and dashboards.
• Assist with special projects or other duties as assigned by the Controller.

Position Requirements

Education & Experience

• Bachelor's degree in Accounting, Finance, Business, or related field preferred; associate degree with relevant experience considered.
• 3-5 years in project billing, contract administration, or accounting, preferably in construction, distribution, or project-based business; progress/milestone billing experience strongly preferred.
• Experience with an ERP system and financial/billing reporting tools preferred.

Skills & Attributes

• Strong grasp of contract terms, billing schedules, and cash-flow implications for large, complex projects; proficient Excel skills (lookups, pivot tables, multi-project trackers).
• Excellent organization and attention to detail across concurrent projects and deadlines; sound judgment in escalating financial and documentation risk.
• Strong communicator, comfortable holding Sales and other departments accountable for accurate, complete documentation.
• Self-motivated, adaptable to evolving processes and acquisitions, and team-oriented, with the ability to guide a billing team member as needed.

Physical Demands

• Standing: Frequently
• Walking: Frequently
• Sitting: Frequently
• Use of Hands/Fingers: Frequently
• Bending: Frequently
• Pushing/Pulling 12 lbs. or less: Occasionally
• Lifting/Carrying 10 lbs. or less: Occasionally
• Lifting/Carrying 11-20 lbs.: Rarely
• Reaching Outward: Frequently
• Reaching Above Shoulder: Occasionally
• Squatting/Kneeling: Occasionally

This job description is intended to provide information regarding the essential functions and basic duties of this position. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills, and duties that could be assigned. Additional functions and requirements may be assigned by management as it deems appropriate. This document does not constitute a contract and is subject to change at the discretion of Hoffman & Hoffman, Inc.