Billing & Payables Coordinator

Heintges Consulting Architects & Engineers P.C. Employer:
New York, NY, USLocation:
Fri, Oct 4 '24Posted on:
Full-timeType:

We have an opportunity for a detail-oriented billing and payables specialist to join our business team, and to contribute to the many aspects of running a thriving medium-sized firm. An ideal candidate will bring a good sense of perspective and humor to collaborate face-to-face with Project Managers. The first half of every month is more demanding than the second half. This is a full time in-person position in New York City, reporting to the Director of Operations. Following a successful 3-month training period, working from home one day per week will be optional. 

RESPONSIBILITIES

 Project Accounting

• Run monthly project manager meetings, prepare accurate, complex monthly project invoices, and distribute to clients in a timely basis.
• Maintain billing contact list to assure invoice recipients are up to date.
• Maintain monthly invoice list to identify submission requirements for each invoice and monitor status of monthly submissions.
• Review contracts and become familiar with project billing requirements.
• Monitor project budgets and expenses to assure costs are accurately recorded and billed.
• Resolve billing issues.
• Review and approve employee expense reports and time sheets.
• Ensure that expense reports and associated receipts and documentation are organized and accurate for each invoice submission.
• Generate collections report bi-weekly and lead efforts in collection of aged receivables. Follow-up with clients having past due accounts.

 Accounts Receivable

• Generate collections report bi-weekly and lead efforts in collection of aged receivables. Follow-up with clients having past due accounts.

 Accounts Payable

• Accurately record vendor invoices, prepare weekly vendor payments, and remit payment to vendors.
• Complete monthly reconciliation of company credit card accounts.

Other Office and Administrative Responsibilities

• Other office and administrative duties / ad-hoc projects as required within the context of the business unit of the firm.
• Cover front desk responsibilities during absence of Facilities Coordinator.

REQUIREMENTS

• 2+ years of experience in invoicing, preferably in the architectural / engineering field.
• Experience with project billing software Ajera preferred.
• Proficiency with Microsoft Office, particularly Excel and Word required.
• Strong organization skills and attention to detail are critical to success in this role.
• Excellent interpersonal and customer service skills.
• Excellent verbal and written communication skills.
• Friendly, proactive, and calm demeanor; ability to work under pressure. Degree in related field preferred

Kindly submit both a cover letter addressing your experience and interests to the specific responsibilities of this position, and your resume.

Apply Here