Billing Coordinator

We are currently seeking an experienced Billing & Accounts Receivable Coordinator for our clients architecture firm. As part of our team, you will handle high-volume billing for multiple projects and work directly with project managers to oversee the complete billing process. This role is crucial in maintaining client relationships, ensuring timely payment, and streamlining their financial operation.

Responsibilities:

• Generate and send out invoices: Primarily, you will be responsible for the creation and delivery of invoices to our clients across various projects. This task requires absolute attention to detail and precision to ensure the calculation or incorporation of the right figures.
• Billing coordination with project managers: In partnership with the project managers, you will gather pertinent billing information and numbers, apply essential deductions, and set appropriate billing rates. You will liaise regularly with our project managers to review and verify billing information for accuracy and completeness.
• Cash Application and Contract Management: Apply cash received, monitor discrepancies, and rectify any errors. Additionally, you will issue change orders and amend contracts based on changing circumstances or agreements, ensuring all concerned parties are appropriately informed and adjustments are documented properly.
• Aging Accounts Receivable and Collections: Oversee the aging of accounts receivable to facilitate collections. You will monitor outstanding balances, send reminders or notifications for overdue accounts, and take necessary actions to encourage timely debt payments.
• Perform Account Reconciliations: Regularly compare financial records to bank statements to ensure accuracy. Identify and correct any discrepancies and ensure that all financial transactions are well logged and updated.
• Billing Systems and Customer Files Maintenance: Regularly examine and maintain systems for billing, ensuring all information is current and accurate. Updating customer files as required, and ensuring that the system reflects the correct billing details, rates, and contact information for each client.
• Discrepancies Resolution: Investigate, troubleshoot, and resolve any discrepancies or issues in billing and account receivable. Liaise with internal and external stakeholders, as necessary, to rectify any problems.
• Client and Internal Communication: Maintain excellent working relationships with clients, project managers, and other stakeholders. This involves regular communication regarding billing, contracts, collections, queries, and concerns. Ensure effective and professional communication at all times.
• Financial Department Support: From time to time, you may be required to support the overall financial operations of the company, which may include assisting in the preparation of financial reports, accounts payable, tax preparations or audits, amongst other tasks.
• Stay Updated: Keep up-to-date with rules and regulation regarding finance and billing, actively participate in continued education or learning opportunities to improve and enhance your knowledge and skills.

Qualifications:

• Bachelor’s degree in finance, accounting, or a related field.
• Proven experience in Billing and Accounts Receivable, specifically within construction, architecture, engineering or law.
• Advanced skills in Excel, ERP systems, and other billing tools.
• Excellent written and verbal communication skills.
• Strong analytical, problem-solving, and number-crunching skills.
• Ability to balance multiple priorities and meet deadlines.
• Accuracy and attention to detail.
• Confidentiality and information management skills.