OverviewWe are seeking a highly motivated, detail-oriented individual to support studio leadership, project managers, and the accounting team. Our ideal candidate thrives in a collaborative environment, excels at process improvement, and brings strong expertise in billing, project accounting, and cross-functional coordination. This role plays a key part in streamlining billing operations, enhancing efficiency, and ensuring accurate financial management across multiple projects.
Responsibilities- Supervise designated billing team members, providing coaching, mentorship, and daily operational support.
- Facilitate monthly meetings with assigned billing staff and PMs to ensure task completion.
- Oversee the full monthly billing cycle, including draft distribution, follow-up, and issue resolution.
- Oversee full-cycle billing for complex projects, ensuring invoices are accurate, timely, and fully compliant with contract requirements.
- Manage portfolio of assigned projects from setup through to close-out.
- Identify and review AR discrepancies, pending items in invoicing and AP software, and other recurring QA/QC checks.
- Prepare and maintain training materials, SOPs, and tutorials for PMs and billing staff, collaborating with Learning & Development team as needed.
- Identify and communicate opportunities to improve the accuracy and timeliness of the billing cycle to the Billing Manager, Controller, and CFO.
- Support assigned Project Managers with invoicing, project accounting questions, and project reporting.
- Effectively communicate with Project Managers, Business Facilitators, and Principals regarding contract documents, change orders, additional services and other contract modifications, and approvals related to billing.
- Deliver training sessions to both PMs and billing staff on billing workflows, contractual compliance, and system usage.
- Generate, interpret and distribute reports and project analyses as requested by the Project Managers, Principals or Accounting Leadership.
- Research any unbilled issues to ensure outstanding items are addressed and that all invoices are billed promptly and accurately.
- Assist AP team with validating invoices and confirming compliance with budgets and terms. Provide guidance to billing staff on AP responses.
- Analyze, research, and present information to the governance team related to annual financial audits as requested.
Qualifications- Strong written and verbal communication skills, with the ability to explain financial concepts to non-financial staff.
- Proven experience in identifying process improvement opportunities and finding solutions
- Skilled in coaching others through billing workflows, contract requirements, and system usage
- Excellent attention to detail with the ability to manage multiple deadlines.
- High level of professionalism, problem-solving skills, and commitment to accurate financial management.
- Demonstrated expertise with complex billing structures, contractual compliance, and project financial analysis.
- Strong proficiency in MS Office, including Outlook and Excel.
- 3+ years of leadership or team lead experience preferred
- 5+ years of billing or related experience, preferably in an AEC environment.
- Deltek Vision and/or Vantagepoint experience strongly preferred.
This position is designated as
full-time on-site and requires the employee to be physically present at the assigned office location
Monday through Friday during standard business hours. Regular, reliable on-site attendance is an essential function of this role.
*Only applications received through our website will be considered. For design positions, please also be sure to upload your portfolio or review of your application will be delayed. *
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