Account & Billing Coordinator

Location: Seattle, WA Metropolitan Area (Onsite / Hybrid — must be locally reachable)

Employment Type: Full-Time (W2 Employee)

About AKIVA

AKIVA is an AI-native engineering firm specializing in enterprise services, domain-specific solutions, and high-performance infrastructure from strategy through deployment. We build innovative systems that drive measurable results for commercial enterprises and government agencies. AKIVA is a certified Service-Disabled Veteran-Owned Small Business (SDVOSB).

Position Overview

AKIVA is seeking an Account & Billing Coordinator to serve as the dedicated day-to-day operational liaison for a public-sector staffing program in the Seattle metropolitan area. This role owns timesheets, invoicing, billing reconciliation, candidate onboarding and offboarding, and service resolution with client supervisors. You are the face the client interacts with every day — accuracy, responsiveness, and professionalism are essential. AKIVA-provided AI-assisted timesheet validation, billing, and candidate-communication tools may be used to accelerate throughput and reduce error rates.

Key Responsibilities

•      Serve as the dedicated day-to-day account representative for client supervisors, candidates, and internal AKIVA teams

•      Manage timesheet collection, validation, and supervisor-approval workflow for all active placements

•      Prepare, review, and submit invoices through the client's electronic Accounts Payable portal in accordance with billing specifications — including all required fields, supporting timecards, and approval documentation

•      Track all active placements — assignment start/end dates, hours, bill rates, pay rates, PTO, extensions, conversions

•      Research and resolve invoice discrepancies, timesheet exceptions, and billing questions promptly

•      Onboard new candidates — I-9 / E-Verify, W-4, direct deposit, benefits enrollment, conduct and safety orientation, equipment issue

•      Offboard candidates at assignment end — badge and equipment recovery, final paycheck processing, offboarding checklist

•      Support candidate relations — regular check-ins, performance feedback, escalation to the Program Manager when needed

•      Coordinate interview scheduling between client supervisors and candidates

•      Maintain accurate records across ATS, timesheet, billing, HR, and document-management systems

•      Track and document contract-specific compliance data — background-check completion, skills-test results, certifications, driver abstracts

•      Produce standard weekly and monthly operational reports for the Program Manager and client

Required Qualifications

•      Associate's degree in Business, Accounting, Human Resources, or related field (equivalent experience may be substituted); Bachelor's preferred

•      3 years of staffing operations, account coordination, or billing/invoicing experience

•      Working knowledge of the temporary-staffing lifecycle — placement, timesheet, invoicing, conversion, offboarding

•      Proficient in Microsoft Excel (formulas, pivot tables), Word, and Outlook; experience with at least one ATS platform

•      Strong written and verbal communication; customer-service orientation and professional demeanor

•      High attention to detail, accuracy, and discretion with confidential candidate and client information

•      Ability to work onsite / hybrid in the Seattle metropolitan area

•      Must be authorized to work in the United States

Preferred Qualifications

•      Bachelor's degree in Business, Accounting, Human Resources, or related field

•      Prior experience with public-sector, housing-authority, or nonprofit staffing accounts

•      Experience with QuickBooks, Bill.com, or client electronic Accounts Payable portals

•      Experience with candidate onboarding in regulated environments — background-check management, E-Verify, drug screening, driver-abstract review

•      Notary Public commission (Washington State)

•      Familiarity with AI-assisted timesheet validation, billing automation, and candidate-communication tools

Tools, Technologies & Frameworks

Staffing Systems: ATS (Bullhorn, JobDiva, Avionte, Crelate, or similar) | Billing / Invoicing: QuickBooks, Bill.com, electronic AP portals, invoice PDFs | Productivity: Microsoft Excel, Word, Outlook, Teams, SharePoint | Onboarding: I-9 / E-Verify, background-check coordination, benefits enrollment | Compliance: timesheet audit, expense validation, documentation retention | AI Assist: timesheet validation, billing automation, candidate communication

What AKIVA Offers

•      Professional development and skill-building opportunities

•      Supportive management team with veteran-owned company values

•      Opportunity to build and scale AKIVA's Pacific Northwest on-call staffing operation

•      Direct full-time employment with long-term career growth potential

•      AI productivity tools and training provided at no cost to employees

Comprehensive Benefits Package

•      401(k) with generous company match

•      Medical Insurance

•      Dental Insurance

•      Vision Insurance

•      Short-Term & Long-Term Disability Insurance

•      Paid Time Off (PTO)

•      Profit Sharing

Join Our AI Innovation Network

Interested in staying connected with AKIVA's AI initiatives, research, and opportunities?

Join our AI Innovation Network here: https://www.akiva.com/ai-network

Equal Employment Opportunity Statement

AKIVA is committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and teammates without regard to race, color, religion, sex, national origin, age, physical disability, marital status, military and veteran status, or any other characteristic protected by applicable law. We believe that diversity among our teammates is critical to our success as a company, and we seek to recruit, develop, and retain the most talented people within a qualified candidate pool.

AKIVA is a certified Service-Disabled Veteran-Owned Small Business (SDVOSB).