Accounts Payable & Billing Coordinator

Position Summary

The Accounts Payable & Billing Coordinator is a hybrid role within the Finance & Accounting department responsible for managing both client invoicing and vendor payment functions for Lizardos Engineering Associates D.P.C. This position works closely with Project Managers, the Controller, and external clients to ensure timely and accurate billing on all active projects while maintaining the full accounts payable cycle. Experience in an architecture, engineering, or professional services environment is strongly preferred.

Key Responsibilities

Client Billing (~50%)

• Prepare monthly client invoices in Deltek Vantagepoint for all contract types — time & materials, lump sum, percent complete, and cost-plus fee.
• Coordinate with Project Managers to review work-in-progress (WIP), confirm billable hours and reimbursable expenses, and obtain required invoice approvals prior to submission.
• Submit invoices through client portals as required (e.g., NYCEDC, NYC SCA, Textura, Ariba, state agency systems).
• Format invoices to meet client-specific requirements including,and federal/state billing forms where applicable.
• Track and manage retainage receivables; flag aged retainage balances for Project Manager and Controller follow-up.
• Monitor unbilled WIP balances; investigate and resolve aged WIP with Project Managers in a timely manner.
• Post invoice transactions in Vantagepoint and ensure proper revenue recognition coding.
• Process billing adjustments, credit memos, and write-offs with Controller approval.
• Assist in monitoring accounts receivable aging; initiate follow-up on past-due invoices as directed by the Controller.
• Maintain complete and organized billing files, including contracts, amendments, and client correspondence.

Accounts Payable (~50%)

• Process, code, and enter all vendor invoices, subcontractor invoices, and employee expense reports accurately and in accordance with company policy.
• Verify subcontractor invoices against executed agreements, purchase orders, and approved work authorizations; route for Project Manager approval prior to payment.
• Prepare weekly check run and ACH payment batches for Controller review and approval.
• Reconcile vendor statements and resolve discrepancies with vendors and internal staff promptly.
• Maintain up-to-date vendor master file; assist with the standardization and cleanup of vendor records in Vantagepoint.
• Manage annual 1099 preparation including W-9 collection and year-end filings for all applicable vendors and subconsultants.
• Track and maintain certificates of insurance (COIs) for subcontractors; alert Project Managers when coverage lapses or renewals are required.
• Coordinate lien waiver collection from subcontractors as required by project or client.
• Reconcile the AP subledger to the general ledger on a monthly basis as part of the month-end close process.
• Respond promptly to vendor and Project Manager inquiries regarding invoice and payment status.

Finance Support

• Assist with month-end close activities including preparation of schedules and account reconciliations.
• Support the Controller and CPA with audit documentation and financial reporting requests.
• Assist in preparation of standard financial reports from Deltek Vantagepoint as directed.
• Identify and suggest process improvements to streamline billing and AP workflows.
• Other duties as assigned by the Controller.

Qualifications

Required

• Degree in Accounting, Finance, Business Administration, or a related field; or equivalent combination of education and experience.
• Minimum 2–3 years of accounts payable and/or project billing experience, preferably in an architecture, engineering, construction, or professional services firm.
• Working knowledge of project-based accounting concepts including percent-complete billing, T&M invoicing, WIP management, and retainage.
• Proficiency in Microsoft Excel; comfortable working with formulas.
• Strong attention to detail with a demonstrated ability to manage multiple priorities, meet billing deadlines, and maintain accuracy under time pressure.
• Clear written and verbal communication skills for daily interaction with Project Managers, clients, vendors, and the Controller.

Preferred

• Experience with Deltek Vantagepoint billing and accounts payable modules.
• Familiarity with New York City and New York State government billing portals and compliance requirements (NYCEDC, SCA, DDC, etc.).
• Working knowledge of lien waiver procedures and subcontractor compliance documentation.
• Experience with multi-entity or intercompany accounting environments.

Compensation & Benefits

Salary range and benefits to be discussed during the interview process. Lizardos Engineering Associates D.P.C. offers a competitive compensation package commensurate with experience.

Equal Opportunity Statement

Lizardos Engineering Associates D.P.C. is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by applicable law.