Billing/Collections Representative

General Responsibilities:

Responsible for coordinating the accurate and timely project registration, billing, and collection practices for an engineering consulting firm.

Essential Roles and Responsibilities:

Under immediate supervision, prepare routine billing for designated projects in accordance with contractual agreements, accounting standards, internal controls, and within defined billing cycles or client deadlines, ensuring that all billing is internally approved and sent to clients on schedule, attaching all necessary backup Project Setup, Review and Maintenance

• Assist with timely review of project registrations, completed both inside and outside the Regional Finance team, ensuring information matches with contract, purchase order and standard client required information.
• Assist with opening/closing tasks as needed.
• Add executed change orders to the system.
• Maintain assigned electronic project files related to financial documentation, which may include contracts, work authorizations, budget tracking, payment applications, client invoices, and internal approvals.
• Apply company quality assurance guidelines and procedures for project document management and retention.

Billing

• Assist Regional Finance team members with maintaining billing schedule for all projects per contract terms or per schedule arranged with Regional Finance Manager.
• Initiate billing for all eligible projects per schedule.
• Generate draft invoices per client billing requirements; send for appropriate internal review and approvals prior to sending to PM's and additional parties as required by account.
• When no response from PM during billing timeframe, escalate within Regional Finance team appropriately or work directly with PM.
• Finalize invoices in the billing platform and submit invoice packages, including cover pages, applications for payment, lien waivers, and other applicable backup per client billing requirements. Distribute invoices to external clients through various distribution platforms e.g., mail, email, and client portal uploads.
• Assist with CMELMS responsibilities assigned to regional finance staff.

Collections

• Under immediate supervision, perform routine collections efforts which could include phone calls or emails. Communicate with clients regarding past due invoices.
• Add notes in the collections tool for all collection activities including specifics on invoice submission, expected payment dates, and both internal and external follow-up communications.
• Follow up on all invoices open past terms/ average days paid.
• Collaborate with Project Managers, Operational Finance, Corporate Collections, and direct supervisor to resolve outstanding AR issues.

Requirements:

• Associate's degree in related field. Or in lieu of a degree, a high school diploma or equivalent plus a minimum of 2 years' accounting related experience.
• Attention to detail and accuracy.
• Good communication skills for internal coordination.
• Ability to follow instructions and meet deadlines.
• A valid driver's license with acceptable violation history may be required.