Position Title: Billing Specialist

Reports to: Billing Supervisor

Position Summary

The Billing Specialist is responsible for managing billing activities related to labor, equipment, materials, training, and travel to ensure accurate and timely invoicing and reconciliation. This role supports operational efficiency by maintaining detailed documentation, verifying contract compliance, and ensuring all billable items are properly processed and reported.

Key Responsibilities

• Prepare and process weekly billing for labor, per diem, third-party costs (materials, tools, consumables, rentals), company-owned equipment, testing and training, and travel.
• Maintain accurate and up-to-date invoice logs, ensuring all entries are recorded in a timely manner.
• Run, verify, and complete weekly reconciliation reports to ensure billing accuracy.
• Balance accounts and investigate, identify, and resolve any billing or cost discrepancies.
• Set up and maintain billable and non-billable phase codes in alignment with project and contract requirements.
• Review and approve AP invoices to ensure proper cost coding and compliance with contract terms.
• Verify that all billing, coding, and cost allocations adhere to contract terms and conditions.
• Work closely with project teams and other departments to ensure billing accuracy and adherence to deadlines.
• Attend and contribute to weekly meetings to discuss billing status, issues, and ongoing project updates.
• Maintain confidentiality and data security, support the billing team as needed, and perform additional duties as assigned by supervisors and project leadership.

Qualifications

Education

• High School Diploma or Equivalent (Required)
• Associate degree in Business Administration or equivalent experience (Preferred)
• Valid state-issued driver's license (Required)

Experience

• 3-5 years of experience in client- based industrial billing (Required)
• Experience in refinery and petrochemical construction environment
• Prior work involving payroll or accounting functions in construction or business office
• Prior work experience using a computerized accounting system
• Ability to solve practical problems and deal with a variety of sometimes stressful situations

Skills & Competencies

• Proficiency in Microsoft Office Suite, particularly Excel
• Strong attention to detail with the ability to review work for accuracy, organization, and compliance with policies and procedures
• Excellent analytical and problem-solving skills
• Strong communication skills to effectively interact with clients and internal staff
• Knowledge of basic accounting principles and practices
• Experience with relevant billing software and systems such as Viewpoint, TRACK, CDMS, SAP, and Coupa is a plus

Pre-employment drug-screen and background check are required.