Billing Supervisor

Job Description

Job Description

Billing Supervisor

About The Company

Galloway & Company LLC is a people-first company where collaboration, innovation, and career growth are at the heart of everything we do. You will grow personally and professionally with a supportive culture, flexible work environment, and strong focus on leadership development. You'll also work on diverse, impactful projects alongside multidisciplinary professionals who are passionate about making a difference. At Galloway, you're not just building communities — you're building a fulfilling career.

About The Role

Galloway is seeking a Billing Supervisor who will be responsible for overseeing all billing-related functions, including project setup, invoicing, and client support. This role provides day-to-day leadership and direction to the Project Coordinator team while ensuring the accuracy, efficiency, and effectiveness of billing operations. The Billing Supervisor serves as a subject matter expert for the firm's project management and billing systems, identifies opportunities for process improvement, and drives the implementation of best practices to support operational excellence.

Key Responsibilities

• Oversee CRM data management, including contacts, firms, and activity records, ensuring business development efforts and client relationships are accurately documented and maintained.
• Manage project records within Deltek Vantagepoint throughout the project lifecycle, from pursuit and contract execution through project completion and closeout.
• Oversee the preparation and distribution of monthly client invoices, project status reports, pay applications, and lien waivers, as required.
• Partner with Project Managers to identify and resolve issues that may delay or prevent invoicing of work-in-progress (WIP).
• Serve as the primary Deltek Vantagepoint resource for Project Managers and project teams.
• Train and support Project Managers and Project Coordinators on Deltek Vantagepoint, Elevia ForecastEdge, and Elevia Electronic Invoicing platforms.
• Utilize the Deltek Vantagepoint Sandbox environment to test system enhancements, new features, and process improvements.
• Develop, maintain, and monitor processes that promote an efficient and effective project lifecycle.
• Collaborate with departments across the organization to support the implementation, compliance, and continuous improvement of policies and procedures.
• Work directly with clients to develop mutually beneficial billing solutions and resolve invoicing discrepancies or billing concerns.
• Foster positive working relationships with managers, employees, clients, and vendors while promoting the organization’s values and objectives.
• Maintain strict confidentiality of sensitive company, employee, and client information and ensure team adherence to confidentiality standards.
• Perform additional duties and responsibilities as assigned.

Technical Proficiency

• Recruit, interview, hire, onboard, and train Project Coordinators.
• Provide leadership and oversight for the daily operations of the billing and project coordination functions.
• Facilitate weekly Project Coordinator team meetings to communicate priorities, share updates, and support team development.
• Conduct performance evaluations and provide ongoing coaching, feedback, and professional development opportunities.
• Promote a collaborative, accountable, and customer-focused team environment.

• Professional, proactive, and solution-oriented approach to work.
• Strong organizational skills with exceptional attention to detail, accuracy, and quality.
• Excellent verbal and written communication skills.
• Demonstrated ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong analytical, critical thinking, and problem-solving capabilities.
• Effective leadership, supervisory, and team development skills.
• Commitment to learning and adopting new technologies and business processes.
• Strong customer service orientation with the ability to build positive relationships internally and externally.
• High degree of integrity, professionalism, and discretion.
• Ability to prioritize, delegate, and manage workloads effectively.
• Proficiency with Microsoft Office Suite and related business software applications.
• Experience with Deltek Vision or Deltek Vantagepoint preferred.

Education

• Bachelor’s degree in Business Administration, Accounting, Finance, or a related field preferred; equivalent combination of education and relevant experience will be considered.

Experience

• Minimum of five (5) years of progressive experience in project coordination, project accounting, billing operations, or a related field.
• Experience within an architectural, engineering, consulting, or other professional services environment is strongly preferred.
• Prior supervisory or team leadership experience is preferred.

The estimated starting base salary for this role is $85,000 – $95,000.

All applicants must be legally authorized to work in the U.S. Galloway & Company LLC. does not sponsor H1-B or other work visa petitions.

Pre-employment background check and ongoing drug screening is required.

If you need accommodation during the hiring process, contact our People Department at View email address on ziprecruiter.com.

Galloway & Company LLC. is proud to be an Equal Opportunity Employer, welcoming individuals from all backgrounds, including protected veterans and persons with disabilities.