Senior Billing Coordinator

Terracon Consultants, Inc.; Olathe (KS); On-site; USD 45,000 - 65,000; Full time

Job summary

Terracon in Olathe, Kansas, seeks an experienced Billing Coordinator to coordinate accurate and timely billing for engineering projects. You will prepare invoices, review contracts, and ensure proper revenue recognition while collaborating with Project Management and National Accounts to optimize cash flow.

Responsibilities include generating and auditing invoices, maintaining electronic project files, and supporting collections efforts.

Qualifications

• Associate’s degree with 4+ years related experience, or 6 years related experience in lieu of degree.
• Bachelor’s degree preferred.

Responsibilities

• Lead coordinator for billing functions, prepares timely and accurate billing for designated projects per contracts and deadlines.
• Review and verify proposals/contracts for complex projects to ensure accurate project registrations and billing requirements.
• Read and understand project contracts related to billing and revenue recognition; coordinate with Project Management for evidence of arrangement.

Skills

Billing coordination

Accounts receivable

Project registration

Revenue recognition

Data entry

Customer service

Attention to detail

Education

Associate’s degree

Bachelor’s degree preferred

Job description

General Responsibilities

Responsible for coordinating the accurate and timely billing for an engineering consulting firm.

Essential Roles and Responsibilities

• Acting as a lead coordinator, performs a variety of routine and non-routine complex billing functions. Prepares timely and accurate billing for designated projects in accordance with contractual agreements, accounting standards, internal controls, and within defined billing cycles or client deadlines, ensuring that all billing is internally approved and sent to clients on schedule, attaching all necessary backup.
• May lead and review the work of other Corporate departmental employees or Operations billing coordinators.
• Review and verify proposals/contracts for complex projects to ensure accurate and complete project registrations. Validate billing requirements, budgets, rates, due dates, tasks, payment terms, contract numbers and basic services provided, making updates in the project registration and affiliated systems as required.
• Read and understand project contracts as they are related to billing and revenue recognition functions.
• Work with Project Management to ensure that acceptable evidence of arrangement documentation exists for revenue recognition.
• Create and maintain electronic project files. Apply company quality assurance guidelines and procedures for project document management and retention.
• Generate, audit, and distribute complex draft invoices and/or credit memos to Project Management for review based on understanding of contract and client billing requirements, within defined billing cycles. Obtain appropriate approvals, escalating when required to meet deadlines and financial metrics.
• Prepare and submit final invoice packages, including cover pages, applications for payment, lien waivers, and other applicable backup. Distribute invoices to external clients through various distribution platforms e.g., mail, email, and client portal uploads.
• Analyze unbilled detail to reduce WIP and to optimize billing opportunities for the billing period.
• Understand revenue recognition requirements and set up of projects. Investigate/elevate financial project issues such as work at risk to Operational Finance and direct supervisor.
• Research and resolve routine and non-routine billing questions and discrepancies following standard operating procedures.
• Perform routine to moderately complex collections’ efforts for centralized National Accounts which could include phone calls or emails. May communicate with clients regarding past due invoices.
• Able to identify billing and/or accounts receivable discrepancies, research their origin and execute corrective measures.
• Confirm documentation of collection activities including invoice submission, expected payments, and both internal and external follow-up communication in the Collections tool.
• Answer Help Desk calls relating to billing and resolve billing applications IT and procedural errors for offices.
• Demonstrate mastery of company software relevant to job including, but not limited to, the project registration system, billing platform, and collections tool.
• Act as a resource for less experienced personnel within the department. This includes answering questions and providing training and support for others.
• Perform transition-related activities such as process training, knowledge transfer & standard operating procedures creation for new hires or newly promoted roles.
• Responsible for the centralization of national account billing. Communicates the billing services offered to National Account Managers and partners with them to set-up national accounts on a billing schedule.
• Provide excellent client service by maintaining a positive and professional attitude as well as positive and cooperative relationship with peers, coordinators, and managers, as well as when interacting by phone, email, chats, or in person with internal and external clients.
• Follow safety rules, guidelines, and standards for all projects. Participate in pre-task planning. Report any safety issues or concerns to management.
• Be responsible for maintaining quality standards on all projects.
• Perform other duties as assigned.

Requirements

• Associate’s degree with a minimum of 4 years related experience. Or, in lieu of a degree, a minimum of 6 years’ related experience.
• Bachelor’s degree preferred.
• A valid driver’s license with acceptable violation history may be required.