Invoice Administrator

IntePros is looking for a Invoice Administrator to join a leader in the environmental engineering industry at their Pittsburgh, PA office. The Invoice Administrator will run project invoicing and accounts payable for the firm's growing site investigation and remediation and environmental management practices. You'll work closely with Project Managers, corporate accounting, clients, vendors, and subcontractors to make sure invoices go out accurately and on time and that payables are processed correctly. The right candidate is highly organized, detail-oriented, comfortable working against monthly deadlines, and able to adapt when priorities shift.

Project Administrator Job Responsibilities:

Invoicing & Billing

• Run the monthly billing cycle within set deadlines: generate and distribute prebill reports, make edits as Project Managers direct, and finalize invoices with all required backup and documentation.
• Submit final invoices to corporate accounting for posting and send them to clients as instructed, including through client portals or in client-specific formats.
• Ensure invoices follow contract terms, including fee types, rate schedules, mark-ups, tax components, invoice formats, and billing limits.
• Read contract provisions and set up projects accurately in the accounting system: contract value, budget, scope, fee types, payment terms, and authorization.
• Check and update project rate schedules and billing data that Project Managers provide.
• Answer client billing questions and resolve invoice disputes or rejections quickly.

Accounts Payable

• Review, code, and process vendor and subcontractor invoices against purchase orders, subcontract agreements, and project budgets.
• Get Project Manager approval on payables and send approved invoices to corporate accounting for payment on time.
• Make sure subcontractor costs are passed through to client invoices correctly, with the correct mark-ups and backup.

Project Administrator Qualifications:

• 1+ year of invoicing, accounts payable, or project administration experience at a professional services firm, ideally in engineering or consulting, or an equivalent mix of education and experience.
• Ability to read and understand contracts, subcontract agreements, and billing terms, and to write clear professional correspondence.
• Knowledge of job costing, contract administration, and project revenue.
• Working knowledge of Microsoft Office, with strong Excel skills.
• Experience with a project accounting ERP.
• Ability to communicate clearly with Project Managers, accounting staff, clients, and vendors.