We are seeking an experienced Project Billing Specialist for a temporary opportunity supporting billing, contract administration, project setup, and accounts receivable in a project-based engineering consulting environment. Hybrid Work Schedule!

This role will work closely with Project Managers and Finance team members to ensure projects are set up accurately, invoices are prepared and submitted on time, and billing discrepancies are resolved efficiently. The ideal candidate has experience interpreting contracts, managing project billing requirements, and coordinating financial documentation across multiple projects.

Key Responsibilities
Project Setup & Contract Administration
• Create, review, and maintain customer contracts, projects, tasks, funding information, and billing details.
• Verify project and contract setup against executed agreements, work authorizations, purchase orders, and client requirements.
• Process contract modifications and change orders.
• Support project openings, ongoing maintenance, and project closeout activities.
• Review contract terms and billing requirements to ensure accurate project setup and invoicing.

Billing & Invoicing
• Maintain billing schedules and initiate billing in accordance with contractual terms and established deadlines.
• Generate and review draft invoices for accuracy and completeness.
• Coordinate invoice reviews and approvals with Project Managers and Finance team members.
• Prepare final invoice packages with required supporting documentation.
• Submit invoices through client-designated methods, including email and online billing portals.
• Ensure invoices comply with contract terms, client requirements, and internal procedures.

Accounts Receivable & Issue Resolution
• Research and resolve billing discrepancies, invoice adjustments, funding issues, and project setup errors.
• Monitor project budgets, billing status, and potential budget overages.
• Assist with accounts receivable follow-up and collection efforts.
• Communicate with internal teams and clients as needed to resolve outstanding billing questions.
• Identify potential billing issues and work proactively to prevent delays in invoice submission and payment.

Financial Documentation & Reporting
• Maintain accurate and organized financial records and supporting documentation.
• Ensure compliance with internal controls, documentation standards, and record retention requirements.
• Track project billing activity and provide updates on outstanding invoices or unresolved issues.
• Assist with additional project accounting and finance-related tasks as needed.

Qualifications & Requirements
• Experience in project billing, project accounting, contract administration, or accounts receivable.
• Ability to interpret contracts, work authorizations, purchase orders, billing terms, and client invoicing requirements.
• Strong attention to detail and the ability to identify and resolve discrepancies.
• Proficiency in Microsoft Excel, Outlook, and electronic document management systems.
• Excellent organizational, analytical, and problem-solving skills.
• Effective written and verbal communication skills.
• Ability to manage multiple projects, prioritize competing deadlines, and work independently.
• Comfortable collaborating with Project Managers, Finance teams, and other internal stakeholders.

Preferred Qualifications
• Associate’s or bachelor’s degree in accounting, finance, business, or a related field, or equivalent relevant work experience.
• Two or more years of experience in a project-based business environment.
• Experience in engineering, architecture, construction, or professional services.
• Familiarity with cost-plus, time-and-materials, fixed-fee, milestone-based, or client-specific billing arrangements.
• Experience with financial, project management, or billing software.

Ideal Candidate
The successful candidate understands the relationship between contract terms, project setup, budgets, billing accuracy, and accounts receivable. They are detail-oriented, proactive, and comfortable working across multiple projects while maintaining accurate records and meeting client deadlines.
This is an excellent opportunity for an experienced billing professional to contribute to a busy finance team, help maintain efficient billing processes, and support accurate and timely project invoicing.
 

About Us

Hunter Hamilton is a high-performance professional search firm specializing connecting finance, HR, operations, and legal talent with leading employers.

Hunter Hamilton is an equal opportunity employer. All applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status, or any other legally protected status. Hunter Hamilton offers reasonable accommodations for qualified individuals with disabilities; contact your local branch for inquiries. Hunter Hamilton is an E-Verify employer. See our Privacy Notice for Candidates and Employees/Contractors at https://smgroupna.com/privacy-notice-for-candidates-and-employees-contractors. By applying, you consent to receive AI-generated and non-AI-generated calls, texts, or emails from Staffmark Group, its affiliates, and partners. Frequency varies and message/data rates may apply. Reply STOP to cancel or HELP for help.