Pappageorge Haymes Partners (https://www.pappageorgehaymes.com/) (PH) is seeking a detail-oriented, organized, and proactive Project Billing Specialist to join our team. In this role, you will be responsible for the billing process, collaborating closely with Project Managers and ensuring accurate and timely invoicing.

Job Responsibilities:

• Establish priorities, work independently, and achieve objectives without supervision

• Collaborate with and support Principals-in-Charge (PIC) and Project Managers (PM) to ensure accurate billing and financial reporting:

• Understand and adhere to contract terms

• Provide accurate client invoices per contract terms

• Review project labor and expenses with PIC and PMs for accuracy

• Draft and process billing through interactive systems

• Run reports and meet monthly invoicing deadlines

• Transfer time/expenses between projects as needed and adjust timesheets

• Final Billing:

• Review preliminary invoices for appropriate labor, expenses, billing rates, and fee limits; make necessary changes

• Additional Service Authorization (ASA) Forms:

• Set up ASA numbers and maintain a tracking log.

• Follow up on outstanding ASAs and provide project team updates.

• Project Setup:

• Set up projects by type (Hourly, Hourly to Max, Phase Fixed Fee)

• Prepare budget worksheets and incorporate into Vision

• General Vision Maintenance:

• Review staff timesheets for accuracy and make adjustments

• Ensure contract documents align with billing guidelines

• Respond to client and contractor inquiries about accounting records

• Answer inquiries from staff and clients, and provide financial updates to PMs

Experience:

• 3+ years of relevant experience, preferably within an architecture, engineering or other professional service firms

• 2+ years Deltek experience (preferred)

• Proficient in MS Office, including Word and Excel

• Analytical and reporting skills

• Ability to prioritize and manage conflicting deadlines

• Understanding of project accounting policies and procedures

• Familiarity with professional services

• Self-motivated and detail-oriented

• Ability to work independently

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