Billing Analyst

Billing AnalystTOTE Resources LLC is seeking a detail-oriented and highly analytical Billing Analyst to join our team in Jacksonville, Florida. The Billing Analyst will be responsible for preparing, reviewing, and submitting government contract invoices while ensuring compliance with applicable federal regulations and contractual requirements. This role serves as a key liaison between Operations, Accounting, Purchasing, and government customers to support accurate billing, timely collections, and audit readiness.Essential Duties and ResponsibilitiesPrepare, review, and submit invoices in accordance with government contract requirements, including cost-plus contracts, firm fixed-price contracts, and time and materials (T&M) contracts.Ensure compliance with Federal Acquisition Regulations (FAR), Defense Contract Audit Agency (DCAA) guidelines, Defense Federal Acquisition Regulation Supplement (DFARS), and other applicable government requirements.Analyze contract terms, task orders, modifications, and funding documents to ensure accurate invoicing and revenue recognition.Monitor accounts receivable and collections activities for government customers, ensuring timely resolution of outstanding invoices.Research, document, and resolve billing discrepancies, invoice rejections, payment delays, and contractual billing issues.Reconcile financial and billing data between internal accounting systems and government invoicing portals.Review aging reports and proactively follow up on overdue accounts to achieve collection targets and improve cash flow.Maintain complete, organized, and audit-ready billing documentation to support internal reviews, customer audits, and DCAA examinations.Build and maintain effective working relationships with government customers and contracting representatives to promote accurate and timely payment processing.Collaborate with Accounting, Purchasing, Contracts, and Operations teams to resolve purchase order, funding, and invoicing issues.Escalate complex billing, collection, or compliance concerns to the Revenue Manager as appropriate.Prepare ad hoc reports, analyses, and special projects to support management decision-making and process improvement initiatives.QualificationsTo perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below represent the knowledge, skills, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Required Skills and CompetenciesStrong verbal and written communication skillsExceptional customer service and relationship management abilitiesAdvanced analytical and problem-solving skillsHigh level of accuracy and attention to detailStrong organizational and time management skillsAbility to manage multiple priorities and meet deadlinesEffective collaboration across departments and functionsSound judgment and decision-making capabilitiesAbility to adapt in a fast-paced, deadline-driven environmentTechnical SkillsGovernment contract billing and invoicingAccounts receivable and collections managementAccount reconciliations and financial analysisAudit support and regulatory complianceContract funding and invoice validationFinancial reporting and data analysisProcess documentation and continuous improvementExperience with accounting, ERP, project accounting, and purchasing systemsWorking Knowledge Of:Federal Acquisition Regulations (FAR)Defense Federal Acquisition Regulation Supplement (DFARS)Defense Contract Audit Agency (DCAA) requirementsProficiency With Government Payment and Invoicing Portals, Including:PIEE (Procurement Integrated Enterprise Environment)IPP (Invoice Processing Platform)DelphiAdvanced Microsoft Excel Skills, Including:Pivot TablesVLOOKUP/XLOOKUPData AnalysisReporting and Reconciliation ToolsProficiency With Microsoft 365 Applications, Including:OutlookWordTeamsPowerPointEducation and ExperienceRequiredMinimum of 3–5 years of experience in billing, accounts receivable, accounting, or a related financial role.Direct experience supporting government contract billing and invoice processing.Experience working with government compliance requirements and contract regulations.PreferredBachelor's degree in Accounting, Finance, Business Administration, or related discipline.Experience supporting federal government contracts, maritime operations, defense contracting, or similar industries.Experience with project accounting and contract management systems.Work EnvironmentFast-paced, deadline-driven environment focused on billing cycles, collections, and month-end close activities.Collaborative, team-oriented culture with frequent interaction across multiple departments.Primarily office-based environment with normal levels of noise, lighting, and temperature.Ability to sit for extended periods and work extensively with computer systems and financial applications.Key Success FactorsSuccess in this role will be measured by:Accuracy and timeliness of invoice submissionCompliance with government contract requirementsReduction in aging accounts receivable balancesTimely resolution of billing discrepanciesAudit readiness and documentation qualityPositive internal and external customer relationshipsContinuous process improvement and operational efficiencyEqual Opportunity EmployerTOTE Resources is an Equal Opportunity Employer - Affirmative Action and a VEVRAA Federal Contractor. We are committed to a diverse workforce. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. TOTE Resources is a drug-free employer and a participant of the E-Verify Employment Verification Program.