Project Billing Specialist

Ardurra is seeking a Project Billing Specialist to join our team in Miami, FL!

Primary Function

The Project Billing Specialist plays a key role in the financial operations of the company by managing client billing, tracking accounts receivable, supporting collections efforts, and assisting in project financial setup and maintenance.

This position collaborates closely with Project Managers, the Project Finance team, and Accounts Payable and Receivable teams to ensure timely and accurate billing, proper coding of subcontractor invoices, and effective cash receipt processing.

Responsibilities/Accountabilities:  
1.

Project Invoicing & Billing Management
1.

Prepare and distribute client invoices in accordance with contract terms and billing cycles.
2.

Ensure accurate billing of labor, expenses, and contract deliverables, including change orders and amendments.
3.

Update client remittance information as needed.
4.

Maintain organized billing documentation and correspondence.
5.

Submit invoices through client portals when applicable.
6.

Monitor and escalate issues related to delayed or rejected billings.
2.

Accounts Receivable Tracking & Collections
1.

Track accounts receivable aging reports and flag outstanding balances for follow-up.
2.

Coordinate with Project Managers and clients to resolve payment issues.
3.

Support the collections process by preparing follow-up communications and documentation.
4.

Assist in reconciling discrepancies between payments and billed amounts.
5.

Monitor unbilled receivables and ensure timely conversion to billing.
3.

Project Setup
1.

Assist in project setup based on contract terms, including proper configuration of rate tables, revenue methods, and billing terms.
2.

Ensure subcontractor and expense breakdowns are accurately captured in the project setup.
3.

Participate in new client onboarding and data entry for system records.
4.

Subcontractor Invoice Routing & Coding
1.

Receive, code, and route subcontractor and subconsultant invoices for approval in a timely manner.
2.

Ensure invoices align with project budgets and contract terms.
3.

Provide necessary documentation to Accounts Payable for vendor setup and payments.
5.

Cash Receipt Coding Assistance
1.

Assist in identifying appropriate coding for incoming cash receipts.
2.

Collaborate with the accounting team to apply payments to correct accounts and invoices.
3.

Investigate and resolve cash application discrepancies.
6.

Client & Internal Communication
1.

Maintain professional and clear communication with internal teams and external clients.
2.

Provide support to Project Managers with financial data and reporting as requested.
3.

Collaborate across departments to resolve project or billing-related questions.
7.

Other Support Functi...