Contracts and Billing Manager

We are seeking an experienced Contracts and Billing Manager to oversee contract administration, project billing, change orders, and financial coordination for a project-based marine services organization.

This is a hands-on position that serves as a key liaison between Operations, Project Management, Sales, and Accounting. The individual will be responsible for ensuring customer agreements are properly executed, project costs are accurately captured, and invoices align with approved contracts and completed work.

The ideal candidate will bring a strong accounting foundation, experience managing complex contracts and billing processes, and the ability to identify discrepancies before they impact financial performance. This position requires someone who is detail-oriented, organized, and comfortable holding internal teams accountable while managing competing priorities.

Key Responsibilities

Contract Management & Administration

• Oversee the preparation, review, and execution of customer agreements for marine repair and service projects.
• Evaluate contract terms, pricing, payment schedules, and supporting documentation to ensure accuracy and completeness.
• Partner with Project Managers and Estimators to resolve discrepancies and confirm project scope prior to contract execution.
• Review customer purchase orders, contract amendments, and specialized agreements to identify potential financial or operational risks.
• Coordinate contract approvals, revisions, and electronic signatures.
• Maintain organized contract records and ensure all documentation remains current throughout the project lifecycle.

Project Setup & Change Order Management

• Establish new projects and customer accounts within accounting and operational systems.
• Maintain accurate project files, contract values, billing schedules, and supporting financial documentation.
• Coordinate the preparation and processing of change orders, ensuring modifications are appropriately priced and authorized.
• Review changes in project scope, labor, materials, and subcontractor costs to verify alignment with customer approvals.
• Track outstanding and approved change orders and communicate their financial impact to project leadership.
• Ensure all contract modifications are properly reflected in customer billing and project records.
• Provide regular reporting on change order activity and outstanding approvals.

Billing, Invoicing & Financial Oversight

• Manage the full customer billing cycle, from initial contract execution through final project invoicing.
• Develop and monitor billing schedules based on contractual terms, project milestones, and completed work.
• Review invoices for accuracy, ensuring charges are supported by approved contracts, change orders, purchase orders, and project costs.
• Reconcile labor, materials, subcontractor expenses, and other project-related charges prior to invoicing.
• Analyze financial reports and supporting documentation to identify billing errors, missing costs, or discrepancies.
• Partner with Accounting to resolve coding issues, billing adjustments, and other financial concerns.
• Ensure invoices are issued accurately and timely in accordance with customer agreements.
• Maintain strong internal controls over billing accuracy, documentation, and financial approvals.

Vendor & Purchase Order Coordination

• Review subcontractor invoices and supporting documentation to confirm charges align with authorized project work.
• Validate labor hours, material expenses, and vendor costs against purchase orders and approved budgets.
• Coordinate purchase order adjustments when project requirements or authorized costs change.
• Identify cost overruns and communicate significant variances to management.
• Collaborate with Accounts Payable to ensure vendor invoices are properly supported and processed.
• Monitor subcontractor expenses to ensure accurate cost allocation and customer billing.

Accounts Receivable & Customer Relations

• Work closely with Accounting to monitor outstanding customer balances and payment activity.
• Review aging reports and coordinate collection efforts on past-due invoices.
• Communicate directly with customers regarding billing questions, payment terms, and supporting documentation.
• Partner with Project Managers to resolve payment disputes and outstanding billing issues.
• Monitor contractual payment requirements and ensure appropriate approvals are obtained before project completion or vessel release.
• Maintain accurate records supporting customer payments, billing adjustments, and account reconciliations.

Specialized Contract Administration

• Manage billing and contract requirements for commercial, government, municipal, and other specialized customers.
• Review contract modifications, funding requirements, and payment provisions to ensure compliance with customer agreements.
• Prepare and submit invoices through customer-specific billing platforms when required.
• Maintain supporting documentation for specialized contracts, including subcontractor payments and project modifications.
• Coordinate with internal stakeholders to ensure billing practices align with contractual requirements.

Team Leadership & Process Improvement

• Provide oversight and guidance to a team member supporting contract administration and invoicing.
• Review work for accuracy, completeness, and adherence to established procedures.
• Identify opportunities to strengthen billing controls, improve documentation, and streamline administrative processes.
• Support the implementation and maintenance of contract management and accounting systems.
• Collaborate with Accounting and leadership on audits, reporting requests, and special projects.
• Serve as a primary resource for contract-related financial questions and billing issues.

Required Qualifications

• 5+ years of experience in accounting, contract administration, project billing, finance operations, or a related field.
• Strong understanding of accounting principles, accounts receivable, invoicing, purchase orders, and financial controls.
• Experience managing customer contracts, change orders, billing schedules, and supporting financial documentation.
• Ability to analyze project costs, identify discrepancies, and resolve billing or accounting issues.
• Strong proficiency in Microsoft Excel and other Microsoft Office applications.
• Excellent organizational skills with the ability to manage multiple projects and deadlines simultaneously.
• Strong written and verbal communication skills with exceptional attention to detail.
• Ability to work independently, exercise sound judgment, and collaborate across multiple departments.
• Confidence communicating with customers, vendors, project teams, and senior leadership.