Billing Assistant

1 week ago

Chicago, Illinois, United States Pappageorge Haymes Partners Full time

Pappageorge Haymes Partners (PH) is seeking a professional Billing Assistant to join our team. The ideal candidate is an organized self-starter with strong attention to detail, a problem-solving mindset, and the ability to work independently. Familiarity with professional services environments is preferred.

Job Responsibilities:

Project Billing & Financial Administration:

  • Manage monthly draft billing using Interactive Billing, ensuring all deadlines are met
  • Run financial reports and process project billing in alignment with contract terms and approved rate schedules
  • Generate project reports for Project Managers, ensuring accuracy of calculations and data
  • Set up new projects, including reviewing contract terms, preparing project budget worksheets, and closing out completed projects
  • Process time and expense transfers within or between projects
  • Review employee timesheets for billing accuracy
  • Make labor and timesheet adjustments as needed after timesheets are posted
  • Review preliminary invoices for labor accuracy, billing rates, fee maximums, and necessary reclassifications

Project Coordination & Client Communication:

  • Communicate effectively with Project Managers regarding contract terms, billing guidelines, and additional services
  • Distribute draft invoices to Project Managers for review and coordinate follow-up
  • Handle client and contractor inquiries related to project billing and accounting records

Experience:

  • Bachelor's degree in Accounting, Finance, or a related field preferred
  • 2+ years of relevant experience in the architecture or engineering (A/E) industry preferred
  • Proficient in MS Office, including Word and Excel
  • Strong analytical and reporting capabilities
  • Highly organized with strong attention to detail and a proactive, problem-solving mindset
  • Able to manage competing deadlines and adapt to shifting priorities
  • Familiar with project-based accounting principles and procedures
  • Self-directed and dependable, with the ability to work independently

Salary range for this position is $55, $70,000.00, based on qualifications and experience. PH offers a comprehensive benefits package that includes employer-paid health insurance, life insurance, and long-term disability coverage, along with dental and vision insurance, 401(k) with an employer match, Employee Stock Ownership Plan (ESOP), paid vacation and personal days, and a discretionary performance bonus.

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