What are the responsibilities and job description for the Billing Specialist position at Engineering Systems Inc?
About ESi
Engineering Systems Inc. (ESi) is an engineering and scientific investigation and failure analysis firm. We partner primarily with law firms, insurance companies, and manufacturers to answer complex technical questions on projects ranging from small, focused investigations to large-scale, high-profile losses.
Our work spans a wide range of challenges, including major transportation accidents, equipment and product failures, personal injury claims, and damage to residential, commercial, and industrial structures. The variety, complexity, and real-world impact of our projects create deeply fulfilling and intellectually engaging careers for our consultants.
At ESi, you’ll have the opportunity to shape your own path while being supported by a collaborative culture, national expertise, and industry-leading resources.
Overview
Under general direction, the Billing Specialist provides support across multiple finance and accounting functions, including accounts receivable, billing, and direct costs. This role requires a highly detail-oriented professional who can thrive in a high-volume environment, consistently meet deadlines, and solve problems proactively while maintaining a strong customer-service focus.
Key Responsibilities
- Process ESi billing twice monthly and complete daily billing requests as received, ensuring all billing cycle deadlines are met.
- Prepare invoices; enter direct soft costs; generate account statements; and produce internal and client reporting, including project data analysis and accuracy reviews.
- Add new billing timekeepers for supported offices to the proforma run and communicate proforma status, upcoming notices, changes, deadlines, and other key updates.
- Ensure billing is completed timely and accurately in accordance with Generally Accepted Accounting Principles (GAAP).
- Complete assigned WIP checklist items prior to twice-monthly proforma generation in 3E.
- Verify the accuracy of billing data (time, hard costs, and soft-cost postings) with a high level of attention to detail.
- Update timekeeper time-entry edits as requested.
- Create manual invoices for retainer billing.
- Process employee billing each mid-month cycle, including the collection of past-due employee personal charges.
- Set up and maintain required data in external client e-billing platforms to support invoice submission.
- Partner with external e-billing contacts to resolve portal issues (rejections, appeals, disputes, budget submissions, monthly accruals, timekeeper additions, rate updates, and process changes) and promptly escalate portal concerns to the Billing Manager as needed.
- Communicate new or changed special billing requirements to the billing team and NBI team weekly to ensure the special billing list remains current.
- Import soft costs and troubleshooting issues promptly when they arise.
- Create and maintain backup documentation for new and updated processes in 3E.
- Work accurately and independently with a high level of attention to detail. Demonstrate effective multitasking and time-management skills.
- Maintain a professional, cooperative attitude and deliver consistent internal and external customer service.
- Maintain organized billing documentation in accordance with GAAP and internal control requirements to support audit readiness.
- Respond to employee, vendor, and customer inquiries related to accounts, internal accounting procedures, and services.
- Perform other duties as assigned.
Qualifications
Education / Certifications / Licenses Required
- Associate’s degree and a minimum of two years of accounting and/or billing experience required
- Or 5 years equivalent accounting experience, or internal ESi experience required.
Other Technical & Non-Technical Skills
- Possesses strong organizational and time management skills
- Demonstrates good written and verbal communication skills
- Ability to foster a team environment and work collaboratively
- Works accurately with great attention to detail
- Ability to effectively accept direction from multiple levels within various departments
- Advanced skills in Microsoft Outlook, Excel, Word, Teams, One Drive, PPT, Adobe Acrobat Professional and 3E.
- Windows Operating System experience highly preferred. Intermediate skills in Internet browsers and database programs.
- Experience preferred with E-billing platforms as follows, Serengeti Legal Tracker, Legal X, Chubb T360, Collaborati, Counsellink, Counselgo, Ascent & Ariba, but not required.
- Cisco IP-based multi-line telephones are highly preferred.
What We Can Offer You
We believe great work happens when people feel supported, challenged, and trusted. Some of the benefits we offer include:
- Medical, Dental & Vision
- Life Insurance/Voluntary Life Insurance/Universal Life Insurance
- 401k with employer match
- Pet Insurance
- Competitive salary with merit-based or annual bonus programs
- Flexible Time Off (FTO) – encouraged to take 20 days of paid time off/year
- 10 paid holidays (9 standard holidays and 1 floating holiday)
- Work/Life Balance in a collaborative working environment
- Wellness Reimbursement
- Career Growth & Continuing education opportunities
Compensation will be made up of a competitive base salary as well as bonus potential determined by your own individual performance and the performance of the organization overall.
Physical Demands:
This role requires sitting for extended periods of time and the ability to stand and walk as needed throughout the workday. The position involves regular computer-based work and use of standard office equipment. This role may occasionally require lifting and/or moving items weighing up to 25 pounds. The physical demands described here are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Work Environment:
Work is performed in a standard office environment and may include remote or hybrid work arrangements. The work environment is generally quiet to moderately noisy and involves typical office conditions including computer workstations and standard office equipment. The work environment characteristics described here are representative of those an employee may encounter while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.
To all recruitment agencies: ESi does not accept unsolicited resumes from search firms or agencies. Any resume submitted to any employee of ESi without a prior written search agreement will be considered unsolicited and the property of ESi. Please, no phone calls or emails.
ESi is an equal opportunity employer committed to attracting and retaining the most qualified individuals based on merit, experience, and skills. Employment decisions are made without regard to race, ethnicity, color, religion, national origin, sex, sexual orientation, age, disability, or veteran status. In accordance with applicable laws, ESi actively supports the employment of veterans and individuals with disabilities.