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Contract and Billing Specialist

3 months ago

Marietta, United States Southeastern Engineering, Inc. Full time
Job DescriptionJob Description

Overall Responsibility:

The Contract and Billing Specialist is responsible for the performance and oversight of the company contract administration and invoicing activities which support the operations of the engineering firm.  This position reports to the Accounting Manager in the Office of the President and performs tasks in the most efficient and effective manner to ensure consistency and accuracy in the application of contract administration and the billing policy of the firm.

Key Areas of Responsibility:

  1. Ensure Contract compliance: Request insurance certificates, provide W-9s, keep supplier registrations current, and fulfill all other contractual requirements.
  2. Prepare monthly invoices for all projects and submit invoices to clients in a timely manner each month managing multiple deadlines. Prepare documents per compensation requirements of a contract including subcontractor invoices, direct expenses, team timekeeping and status reports.
  3. Review client contracts for accuracy and acceptable contract terms, have contracts executed by the President, return to clients and ensure fully executed documents are received. File the fully executed original contract in the project directory, set up internal job numbers based on the contract and determine project type, billing method, and any other special invoicing requirements required by the client.
  4. Prepare certified payroll letters (CPRs) as requested for Department Leads.
  5. Assist Department Leads with creating construction contracts and other administrative project tasks that may arise and as time allows.
  6. Assist Department Leads as needed with managing project budgets, reviewing of technical documents for grammar, responding to client requests via email.
  7. Review timesheets, expense reports and other related items as needed to satisfy the contract terms.
  8. Assist Department Leads in Subcontractor management: Prepare subcontractor agreements, ensure COIs and W-9s are kept current, and invoice subcontractor expenses.
  9. Assist accounting manager with accounts payable entry into accounting software.
  10. Assist Accounts Receivable (AR) in the collection process.
  11. Must demonstrate a positive attitude with peers, clients, vendors and management.
  12. Must show initiative by proactively seeking useful tasks during idle periods.
  13. Additional duties as assigned.
                                                                                                                

   Experience, Proficiencies, Skills and Certifications:

  • Must have a minimum of five (5) years of administrative experience.
  • Must have three years of related billing/accounting experience. 
  • Must be skilled in accounting software systems, Microsoft Excel, Word and Adobe.
  • Must be detail oriented, well organized and efficient in completing tasks.
  • Must be comfortable working in a team environment.

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