Billing & Operations Coordinator

Job Title: Accounting Assistant, Billing & Operations

Location: Houston, Texas (Hybrid)

Employment Type: Full‑Time | Salaried

Role Summary

The Accounting Assistant manages end-to-end timesheet administration, supporting accounts receivable and payable processes, overseeing expense reporting and coordinating onboarding and offboarding activities for employees and contractors. The position plays a key part in ensuring accurate billing, clean financial data, and smooth operational workflows. The ideal candidate is detail-oriented, highly organized, and proactive in following up on outstanding items, with the ability to manage multiple processes in a fast-paced, service-driven environment. Experience working with state vendors or contract-based billing environments is a plus.

Key Responsibilities

• Collect and review weekly timesheets for employees and contractors
• Ensure time entries follow company policies and contract guidelines
• Track missing or late submissions and follow up as needed
• Maintain accurate and organized timesheet records
• Help resolve timesheet errors or questions
• Prepare weekly AR and aging reports
• Track open balances and payment status
• Support internal follow‑up on outstanding payments
• Help maintain accurate revenue tracking
• Prepare Weekly AP Reports
• Verify required documentation, including W‑9s, ACH details, and purchase orders
• Assist with vendor updates and record maintenance
• Keep vendor files complete and audit‑ready
• Coordinate onboarding for employees and contractors, ensuring all required documentation is completed (W-9, contracts, compliance forms, etc.)
• Set up new hires in internal systems (time tracking, CRM, accounting tools, etc.)
• Ensure alignment and training in Timekeeping system, with billing rates, roles, and project assignments
• Partner with internal teams to ensure a smooth onboarding experience and timely start
• Coordinate offboarding for employees and contractors, ensuring proper system access removal and documentation completion
• Confirm final timesheets are submitted and approved prior to termination
• Support final invoicing and payroll coordination as needed
• Maintain accurate records and ensure all offboarding steps are completed in a timely manner
• Assist with monthly reconciliations, including labor, sales, and rate checks
• Review and approve employee expense reports in Concur, ensuring accuracy and policy compliance
• Ensure proper coding, documentation, and timely processing of expense reports
• Follow up on missing receipts, errors, or policy exceptions as needed
• Prepare and maintain monthly DIR (Department of Information Resources) reports, ensuring accuracy and compliance with state requirements

Qualifications

• 2 years of experience in timesheets, AR/AP, or operations coordination
• Strong attention to detail and organization skills
• Working knowledge of Microsoft Excel
• Clear communication and consistent follow‑up skills
• Experience working with state agencies or state vendors a plus
• Familiarity with contract‑based or compliance‑driven environments preferred
• Experience working with employees, contractors, and subcontractors
• Understanding of billable vs. non‑billable time preferred
• Experience with systems such as QuickBooks, HubSpot or Smartsheet
• Experience reconciling CRM and accounting systems