Contract: Billing Coordinator / United States

Billing Coordinator

Job Description:

To manage the transactional billing process for assigned projects, including project set up, billing, cash management, and reporting/analysis.

Project Set Up:

 

• Under the direction of Project Billing Lead works with Project Accountants and/or Project Managers, reviews Project set up in the Business System; establishes project details, financial plans, rate schedules, customer details, payment plans, multi-currency billing set up.
• Interprets commercial Billing Terms and conditions, Ensures accuracy of Rate Build Up and reviews with Project Management/Project Accountant at initial project set up.
• Ensures proper documentation is in place; files and organizes hard and soft copy documentation.

 

Billing:

 

• Ensures current signed contract is in place and credit checks completed where applicable and all amendments are on file.
• Codes project events using proper event types and enter data into the business system.
• Sets up invoicing calendar for all customers and projects (maximizing month billings).
• Compiles and collates back up documentation for invoices.
• Prepares sample customer invoices for review by Project Manager and/or Project Accountant if required and obtains approval for invoice format and detail.
• Issues approved client invoices and credit notes within agreed timelines. Keeps a register of invoices when distributed to client.
• Runs weekly Exception Reports and reviews project revenue recognition. Resolves issues highlighted in the Exception Reports for project(s) not generating revenue.
• Reviews WIP Reports and conducts WIP report reviews with Project Managers/Project Accountants to ensure prompt invoicing
• Where appropriate, contacts clients to ensure invoices have been received, agreed and actioned by client and provides updates to Project Manager/Project Accountant of progress of invoice payments for cash flow purposes.
• Reviews Aged Debtors Report(s) and assists in the development of corrective action plans; follows up on outstanding debtors with Project Managers/Project Accountants and clients.
• Works with Project Teams to ensure all Time corrections and/or AP corrections are made to the project in a timely support.          

 

Project Support:

• Runs system queries and reports as requested.
• Responds to routine inquiries on invoicing.

           

Experience/Requirements:

• Detail oriented
• Engineering, consulting EPC, WPCM and construction project knowledge.
• Diploma in Accounting preferred.
• Familiar with ERP environments, specifically Oracle a plus.
• Advanced Excel skills.
• Guidance readily available from Project Billing Team Lead
• Outputs of role are relied on by customers and by the business for decision making; outputs must be flawless
• Minimal contact with clients and sub-region management.