Billing Specialist

BILLING SPECIALIST (Hybrid)

Position Summary

The Billing Specialist is responsible for preparing, reviewing, and issuing accurate invoices, ensuring compliance with contracts, rate schedules, and company policies. This role works closely with operations, project management, and accounting teams to reconcile billing, resolve discrepancies, and maintain accurate records. The Billing Specialist plays a critical role in maintaining client satisfaction, supporting revenue recognition, and improving billing processes.

Key Responsibilities

• Invoice Preparation & Accuracy Review - Prepare, review, and issue customer invoices accurately in accordance with contracts, rate schedules, and company policies.
• Contract & Rate Verification - Verify billing details against contracts, purchase orders, work orders, and approved rates. Coordinate with the Project Management team to confirm billing accuracy.
• Time, Equipment & Service Reconciliation - Reconcile timesheets, rental invoices, master schedules, and equipment usage to ensure all billable work is captured correctly.
• Billing Schedule Management - Manage weekly and monthly billing cycles to ensure timely invoicing.
• Compliance & Documentation - Ensure all invoices meet client, regulatory, and audit requirements, including maintaining required backup documentation.
• Accounts Receivable Coordination - Collaborate with Accounting/AR to resolve billing discrepancies, adjustments, credits, and rebills.
• Client Billing Inquiries & Dispute Resolution - Respond to customer billing questions, resolve disputes, and coordinate corrections promptly and professionally.
• Data Entry & System Maintenance - Enter and maintain accurate billing data in the company’s accounting system.
• Reporting & Reconciliation - Generate billing reports, prepare monthly income accruals, and support month-end close activities.
• Process Improvement & Internal Collaboration - Identify opportunities to improve billing processes and collaborate with operations, project managers, and finance to enhance

Qualifications & Experience

• High school diploma required, associate degree in business administration or related field preferred.
• 2 years of billing, accounts receivable, or accounting experience (construction, services, or project-based industries preferred).
• Strong attention to detail and accuracy.
• Excellent organizational, analytical, and problem-solving skills.
• Proficiency in Microsoft Excel required and QuickBooks experience preferred.
• Strong communication skills for interacting with internal teams and clients.
• Ability to manage multiple priorities and meet deadlines.

Work Conditions

• Office-based role with some interaction with field or project teams as needed.
• Occasional overtime may be required during month-end or peak billing periods.

Equal Opportunity Employer committed to providing a workplace that is free from discrimination and harassment. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, age, national origin, disability, veteran status, or any other legally protected status.