Accounts Receivable & Billing Specialist

Job Title: Accounts Receivable & Billing Specialist

Location: McLean, VA

Job Responsibilities:

The Accounts Receivable & Billing Specialist is a mid-level finance professional responsible for preparing accurate and timely invoices, supporting cash application, and performing structured collections activities. This role requires strong attention to detail, the ability to follow established billing and AR workflows, and confidence when communicating with internal stakeholders and external customers. The Accounts Receivable & Billing specialist will work closely with Program Managers, Project Finance Managers, Finance, and Government/Commercial customers to ensure billing accuracy and efficient collections. This is an onsite position in a standard office environment. Occasional extended hours may be required during peak business periods, including month-end close, to meet business needs.

Billing & Invoicing

• Prepare, review, and submit invoices in accordance with contract terms, company policy, and government/commercial customer requirements.
• Collect required invoice documentation and approvals from Program Managers.
• Ensure invoices comply with proper funding, CLINs, labor categories, and cost structures.
• Enter, review, and validate billing data in Costpoint/Deltek.
• Submit invoices through appropriate systems including email, prime contractor supplier management portals, WAWF, or ASSIST.
• Monitor invoice status and follow up on any returned or rejected invoices.
• Maintain accurate billing files and supporting documentation.

Accounts Receivable & Cash Application

• Support AR tracking through established company processes.
• Record and apply customer payments accurately (ACH, check, wire) in accordance with cash receipts procedures.
• Identify, resolve, and communicate payment discrepancies and short pays.
• Assist in month-end AR activities, including reconciliation of AR aging.

Collections

• Conduct structured weekly follow-ups on outstanding balances.
• Communicate professionally with customer AP teams regarding payment status.
• Escalate unresolved issues to the Finance Manager when necessary.
• Document all collection activities per company requirements.

Internal Collaboration & Support

• Coordinate with Program Managers to resolve billing issues, gather documentation, and verify billable labor/non-labor items.
• Work with the Finance Manager and Controller to support audits and financial reviews.
• Provide coverage for AR team members during absences as needed.

Minimum Qualifications:

• 2–5 years of experience in Accounts Receivable, Billing, or related accounting roles.
• Experience with Deltek Costpoint.
• Understanding of billing processes, AR aging, and cash application workflows.
• Proficiency in Microsoft Excel, Word, and Outlook.

Desired Qualifications:

• Experience with government contract billing (T&M, CPFF, FP, etc.).
• Familiarity with electronic invoicing portals such as WAWF and ASSIST.
• Knowledge of Deltek Time & Expense.
• Prior experience supporting audits or financial reviews.
• Strong attention to detail and accuracy.
• Excellent organizational skills with the ability to manage multiple priorities and deadlines.
• Ability to work independently and meet strict deadlines.
• Strong analytical and problem-solving skills.
• Effective verbal and written communication skills with a customer service focus.
• High level of integrity, professionalism, and discretion when handling confidential financial information.

Education:

• High School Diploma or equivalent.

Trace Systems Inc. was founded to support and defend our nation's security interests at home and abroad–– whenever and wherever. We provide enterprise IT, engineering, full life-cycle communications, cybersecurity, cloud and virtualization services and solutions to the United States Department of Defense and other federal agencies.

To Apply: We invite you to put your talents to work by joining a growing team of dynamic professionals here at Trace Systems! Be part of a culture at our leading-edge company where you can achieve great things while fostering a satisfying and rewarding career progression. To learn more about our current openings, text ‘tracejobs’ to 97211 or apply directly through our website at: www.tracesystems.com. #jointracesystems

Trace Systems is an equal opportunity employer. Qualified candidates will be considered without regard to legally protected characteristics.