Job Description
Hill International is seeking a Billing Coordinator in San Jose, California
Responsibilities
Administrative Responsibilities:

• Answering phones and routing calls
• Maintaining office voicemail system; fax machines, copy machines, and printers
• Daily pickup, drop off, and posting of mail
• Arranging for courier pickup as needed, and maintaining overnight delivery supplies
• Using excellent interpersonal skills, communicate with various levels of company staff and management, visitors, clients, etc.
• Greet and host all guests and office visitors with courtesy and respect
• Ordering, stocking and coordinating delivery of office supplies
• Track vehicle assignments, insurance and registration and assist in scheduling of maintenance

Billing Responsibilities:

• Able to work with numbers, and check their own work
• Take responsibility for the job
• Think outside the box when necessary
• Communication a must, both in person and other
• Not afraid to ask questions when necessary
• Work directly with corporate accounting personnel to establish task lines for each individual project
• Work directly with corporate accounting personnel to assemble check and transmit monthly invoices for all active projects and any upcoming invoicing
• Aid in the monitoring of accounts receivable and accounts payable
• Work with subconsultants for timely submission of payroll and invoices
• Provide certified payroll documentation
• Track and file all invoices and supporting documentation
• Track subcontractor accruals and forecast
• Track and submit accelerated invoicing process, when necessary
• File and maintain locally all signed task orders, and contracts and change orders
• Facilitate the signing and transmittal Transmit all signed of task orders, and contracts and change orders to Corporate
• Facilitate development of Service Requests
• Track, maintain, and confirm Order all charge codes for clients
• Assist with development and maintenance of various process and procedures

Document Control Responsibilities:

• Work directly with project managers/operations manager to provide document control support; coordinate and maintain files, file structure and database management systems
• Performs project specific document control audits during and after project completion; transmit project documents to clients in electronic format
• Performs project specific prevailing wage audits internally, on our sub consultants and on contractors as requested; transmit audit results documents to clients in electronic format
• Archives completed projects and office files and records
• Maintains active and archived electronic project files
• Develops and improves internal and project specific document control processes and procedures
• Track insurance certificates are current on all projects

Qualifications

• Minimum of 5 years' experience with administrative and accounting/billing at a construction firm
• Four year college degree is preferred
• Microsoft Outlook and Office Suite skills, including advanced Excel skills
• Strong verbal and written communication skills
• Strong multi-tasking skills
• Knowledge of prevailing wage (DIR requirements)
• Knowledge of how to do certified payroll
• Knowledge of Caltrans and other transportation agencies
• Hybrid Work Schedule
• Full Covid-19 vaccination is recommended. Mandatory vaccinations and proof of vaccination are subject to client requirements, federal, state or local law.

The salary range for this position is $80,000-$110,000. The offered salary will be based on the applicants qualifications, education, experience and work location.
Depending upon your employment status, Hill's comprehensive benefits may include, Medical, Dental, Vision, Employer Paid Life and Accidental Death & Dismemberment Insurances, Business Travel Accident Insurance, Short-Term Disability, Long Term Disability, Flexible Spending Account, Health Savings Account, Dependent Care Flexible Spending Account, Commuter Benefits, Legal Assistance, Identity Theft Protection, Pet Insurance, Auto & Home Insurance, Critical Illness Insurance, Accident Insurance, Hospital Indemnity Insurance, Voluntary Life & Accidental Death & Dismemberment Insurance. Paid Time Off (PTO), Holidays, 401(K) Retirement Savings Plan, Employee Referral Program, Professional Certification Incentive Program, Hill University Learning and Development, Tuition Reimbursement, EAP, Years of Service Awards Program.
About Us
Hill International, with more than 3,200 professionals in over 100 offices worldwide, provides program management, project management, construction management, project management oversight, dispute resolution, advisory, facilities management, and other consulting services to clients in a variety of market sectors. Engineering News-Record magazine recently ranked Hill as one of the largest construction management firms in the United States. For more information on Hill, please visit our website at www.hillintl.com.

Hill is exclusively a program, project, and construction management provider, meaning we have one focus as a company: protecting client interests. Free of any potential conflicts, our entire business is geared towards helping clients achieve their desired outcomes. We are dedicated to exceeding expectations throughout the entire construction project lifecycle and adapt to the needs of each assignment to develop tailored approaches and solutions to meet those needs.

Hill is a proud member of the Global Infrastructure Solutions, Inc. family of companies. Learn more about GISI at www.gisi.com.

Hill International is an Equal Opportunity Employer/Minority/Female/Veteran/Disabled

Note: This job description is intended to provide an indication of the nature and levels of work, knowledge, skills, abilities and other essential functions to be carried out as part of fulfilling the role mentioned in the job title. Various other duties as required.
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