CivilCorp, LLC, (an ESP Associates, Inc. company) is seeking a Billing Specialist to join our team in Fulshear, TX. CivilCorp is a professional service firm offering civil engineering and land surveying services throughout Texas. CivilCorp’s main office is in Victoria, TX, with additional offices in Houston, Fulshear, Corpus Christi, and Round Rock. This is a great opportunity for a career-minded professional to continue to grow their career with a dynamic firm supporting a variety of clients and projects throughout Texas!

The Billing Specialist will perform a variety of billing, invoicing, and contract tasks for our projects to ensure accurate billings and collections.

Candidate must be detail oriented, highly organized, and capable of managing multiple tasks and competing priorities. The successful candidate will have a professional correspondence manner with excellent communication skills in dealing with clients as well as employees. The position will predominantly report to the Vice President in the Fulshear office and coordinate with all billing personnel from other offices.

Previous TxDOT invoicing experience and familiarity within the public sector (TxDOT, county, city, etc.) civil engineering and land surveying industry is a plus.

Responsibilities:

• Reviewing contracts, purchase orders, and proposals to determine: 
  • The appropriate work breakdown structure (project, task, subtask) which will satisfy the client’s invoicing requirements, the firm’s performance tracking metrics, and the new revenue recognition standard for compliance with Generally Accepted Accounting Principles (GAAP). 
  • The proper allocation of the contract amount to project(s), task(s), and subtask(s). 
  • The correct revenue methods and billing terms to use based on the fee type(s) involved. 
• Maintaining the life cycle of the project based on changes or modifications to the contract and project. 
• Preparation of Proposals, Short Form Agreements & Work Orders as needed.
• Provide services to support Project Managers (PM) in various office locations in opening, maintaining, and closing projects in AJERA a Deltek system.
• Provide unbilled billing detail & draft invoices to project managers per monthly billing cutoff schedule for invoice preparation and processing per the appropriate guidelines and time frames. 
• Communicate with Project Managers (PM) and Principals-in-Charge (PIC) regarding contract documents, change orders and other contract modifications, approvals and any additional services-related to billing.
• Providing reports as needed to appropriate members of the project team and firm management. 
• Prepare final invoice package containing draft and final invoices for government and commercial customers for contract types (Lump Sum, Specified Rate and Cost-Plus Fixed Fee), including applicable backup for approval by the PM.
• Review invoices for compliance with appropriate contracts, guidelines, and regulations. Identifies issues, researches and remedies as appropriate
• Assess and pursue opportunities for maximization of client billing; communicate with the PM and PIC, for observations and actions taken.
• Make transfers of employee billable hours and expenses
• Deliver final invoices to clients via either mail, email, or web-based invoicing systems.
• Process sub-consultant invoices.
• Coordinate with Accounts Payable staff so inclusion of billable accounts payable vouchers/reimbursable expenses are completed in billing periods.
• Write off any receivables, labor or expenses as directed by the PM or PIC
• Monitor aged Accounts Receivable client balances and pursue collections when needed.
• Work with the Senior Accountant to reconcile variances that occur.
• Attend monthly billing meetings with PM's, PIC's, and CFO
• Identify potential problems or areas for improvement and suggest solutions.
• Assist with other accounting functions.
• Any other sundry duties to assist with overall company operations.

Requirements:

• Associate degree in Accounting, Bachelor’s degree preferred
• A minimum of 5 years’ experience in Accounts Receivable and invoicing process
• Proficient with MS Outlooks and Word
• Advanced proficiency in MS Excel
• Ability to effectively manage high volumes of work with quick deadlines and changing priorities on a consistent basis.
• Must be very detailed oriented.
• Ability to effectively develop and maintain professional relationships with all levels of employees in an organization in a fast-paced environment.
• Ability to maintain confidentiality.
• Must be able to work occasional overtime as needed or requested during peak billing periods.
• Candidate must be able to pass a drug screen, background check, and have a satisfactory driving record in accordance with the company’s driving (MVR) policy.

Preferred Qualifications:

• Billing experience working in a TxDOT contracting environment; billing Lump Sum, Specified Rate and Cost-Plus Fixed Fee contract types
• Experience with various TxDOT invoicing templates
• Knowledge of Deltek AJERA 9.40.07 software 

Company Information:

CivilCorp specializes in transportation, infrastructure, and site development engineering, as well as a full range of land surveying services including boundary, topographic, right of way, and control. Our professional and technical staff offers broad and varied experience across multiple disciplines and industries to solve project challenges. CivilCorp staff have been involved with local communities, public and private businesses, and governmental agencies throughout the state of Texas for over 30 years. 

CivilCorp offers an excellent benefits package including:

• 401(k) with a guaranteed employer match of 25% up to the first 5% deferred 
• PTO (Paid Time Off) & 10 Paid Holidays
• Tiered Health, Vision & Dental Insurance Options (eligibility after 30 days) 
• Long-Term Disability Insurance
• Life Insurance