Project Manager Billing Specialist

Description

The Project Manager Billing Specialist provides comprehensive administrative, project coordination, and billing support for the emergency response and planned project departments. This role ensures smooth project execution, accurate financial processing, and consistent communication across internal teams and external partners.

Requirements

Key Responsibilities

Project Coordination & Administrative Support

• Serve as the primary administrative partner for ER Project Managers and planned Project Managers, supporting project setup, documentation, scheduling, and communication.
• Maintain organized, compliant project files including work orders, manifests, reports, and client documentation.
• Coordinate internal resources to ensure timely project execution and alignment with ER protocols.
• Prepare project summaries, status updates, and internal reporting for leadership review.
• Support logistics coordination (vendor communication, equipment tracking, purchase orders) strictly from the office.
• Response coordinator duties and on-call rotation responsibilities

Billing, Invoicing & Financial Tracking

• Prepare accurate, detailed invoices based on project scope, contract terms, and supporting documentation.
• Manage the full billing cycle for ER projects, including invoice creation, submission, and follow-up.
• Partner with Accounting to reconcile billing discrepancies, reduce accruals, and maintain current AR aging.
• Track project financials, flagging inconsistencies or risks to Project Managers and leadership.
• Maintain billing logs, rate sheets, and contract billing requirements.

Compliance, Documentation & Quality Control

• Ensure all ER project documentation meets regulatory, client, and internal compliance standards.
• Review project files for completeness and accuracy prior to billing.
• Maintain standardized templates, checklists, and documentation tools for ER operations.
• Support audits, reporting requests, and internal quality reviews.

Cross-Functional Collaboration

• Work closely with ER leadership, Project Managers, Accounting, and Operations to support departmental goals.
• Communicate professionally with clients regarding documentation needs, invoice questions, and administrative updates.
• Assist with special projects, process improvements, and departmental initiatives.

What Success Looks Like

• Project files are complete, accurate, and audit-ready.
• Invoices are timely, correct, and aligned with contract requirements.
• AR aging remains low due to proactive follow-up and documentation accuracy.
• Project Managers can focus on field operations because administrative and billing tasks are handled efficiently.
• Operations run smoothly due to strong coordination and communication.

Qualifications

• 3 years of administrative, project coordination, or billing experience; ER, environmental, construction, or service-based industries preferred.
• Strong proficiency in Microsoft Office (Word, Excel, Outlook).
• Experience with QuickBooks, Deltek, or similar billing/project management systems preferred.
• Exceptional attention to detail, organization, and accuracy.
• Ability to manage multiple deadlines in a fast-paced environment.
• Strong written and verbal communication skills.
• Ability to work independently while supporting a collaborative team environment.

Work Environment

• Frequent use of computer, phone, and office equipment.
• Ability to sit or stand for extended periods and occasionally lift up to 15 lbs.

EEO Employer

Salary : $60,000 - $65,000