Project Billing Specialist

Coates Field Service seeks a full-time Project Billing Specialist. The successful candidate will have experience performing a range of accounting related duties related to client billing, sub-contractor invoice processing, general accounting support and reporting. This is an in office position 5 days a week. 

Duties and Responsibilities

• Coordinate the timely collection, submission, and validation of employee timesheets and expenses. Ensure accuracy and compliance with company policy. Follow up with employees or supervisors to resolve errors as necessary.


• Execute the monthly client billing and any subcontractor invoice cycles timely. Prepare complex client billing processes, validate accuracy, and timely submissions of invoices based on client agreements and purchase documents. Ensure that billing is correct and monitored for approved spending levels for each client. 


• Develop a full understanding of each assigned client’s billing requirements. Must effectively and timely maintain positive communication with clients and stakeholders. This will include clients, vendors, accounting staff, and management. Specifically ensure consistent, informative, and proactive communication with the CFO regarding work status and any issues. Must be able to meet client and company established deadlines.


• Manage accounting system correctness of employee assignments. Ensure only employees authorized to work on projects are authorized in the accounting system and unauthorized are removed. Follow-up with appropriate stakeholders to address any deficiencies when questions arise. 


• Manage the correctness of project information in the accounting system. This will include not only employee assignments but also purchase authorizations, budgets, rates, addresses, and client contacts. 


• Support the Accounting group as back-up for other positions as needed. This may include Accounts Receivable, Accounts Payable, inventory management, office supplies, building maintenance, and any other support as required. 

Experience and Education

• High School Diploma is required. 


• Associate’s degree in accounting preferred but not required.


• A minimum of four (4) years’ experience working in an Accounting Department is required. 


• Must have previous billing experience, preferably in a project-related environment.

Required Computer Skills

• Must be proficient using Microsoft Office Excel. 


• Preference for experience using project-based accounting systems.

Knowledge, Skills and Abilities

• Basic knowledge of accounting principles and practices.


• Basic skill in using common office machinery and equipment.


• Intermediate skill in using computer and application software for financial transactions.


• Intermediate skill in mathematical computations used in accounting.


• Ability to communicate effectively, both orally and in writing.


• Ability to establish and maintain effective working relationships with those contacted in the course of work.

Key Accountabilities

• Client Satisfaction: Satisfaction of internal and external customers.


• Teamwork: Shares knowledge and resources. Contributes to the success of client deliverables and achievement of departmental objectives.


• Results: Meets task and project objectives within prescribed quality and time standards. Encourages and contributes to positive change within the Accounting department.


• Confidentiality: Respects client privacy. Demonstrates professional behavior regarding client privacy internally and externally.