Billing Administrator

Billing Administrator

The successful candidate will join the Business Office team to support the Center Maintenance, Operations, and Engineering Contract (CMOE) located at NASA's Langley Research Center (LaRC). This position reports directly to the Business Manager.

All work will be performed with a high standard of quality and professionalism. All safety policies and procedures must be followed.

Responsibilities

This position serves as the primary point of contact for all billing-related activities under the CMOE contract. Duties include, but are not limited to, preparing, reviewing, and submitting invoices; reconciling project accounts; maintaining financial records; and ensuring compliance with NASA billing requirements and company financial policies.

• Prepare accurate and timely monthly invoices.
• Coordinate with project managers, task leads, and finance personnel to collect supporting documentation, labor details, and cost data.
• Review financial transactions for accuracy and resolve discrepancies.
• Maintain organized digital billing records, logs, spreadsheets, and audit-ready documentation.
• Track funding levels, monitor obligated amounts, and alert management of potential shortfalls.
• Assist with financial reporting, forecasting, and data analysis as needed.
• Respond to customer and internal inquiries regarding billing status, corrections, or documentation needs.
• Support process improvements to streamline billing workflows and strengthen internal controls.
• Communicate effectively with internal and external stakeholders to ensure billing expectations and deadlines are met.
• Perform vendor and financial entries into the financial system as required.

Qualifications

• U.S. Citizenship required.
• Bachelors degree in Business Administration, Accounting, Finance, or a related field preferred; additional experience may be substituted for education.
• Minimum of four (4) years of experience in billing, accounting, finance, or contract administration.
• Strong understanding of invoicing processes, financial documentation, and account reconciliation.
• Proficiency in Microsoft Excel and other business systems; experience with ERP or financial management software preferred.
• Ability to interpret contract requirements, financial data, and cost structures.
• Strong written and verbal communication skills.
• Must be detail-oriented, organized, and capable of managing multiple deadlines simultaneously.
• Experience supporting government contracts or NASA environments is a plus.

Work Environment

Office Environment (90%) Work is primarily conducted in a standard office setting using computers, phones, and other office equipment. Possible exposure to operational or industrial areas depending on meetings or document collection needs (10%). Appropriate safety procedures must be followed in all environments. May have to work from home periodically or for a duration of time as directed by the Business Manager.

Physical Requirements

Must be able to sit, stand, bend, and work for extended periods at a computer workstation. Must be able to lift up to 20 lbs. when handling files, records, or office materials. Periodic walking between facilities may be required.

Equipment and Machines

Standard office equipment including computer, telephone, copier, printer, and scanner. Software includes Microsoft Office Suite (Word, Excel, Outlook), SharePoint, and financial/billing systems.

Attendance

Regular attendance mandatory (100%). Occasional overtime or work outside the normal schedule may be required to meet billing deadlines, month-end close, or audit requests. Must be available via company-provided communication devices during working hours.

Compensation Details

60,000

The compensation range or hourly rate listed for this position is provided as a good-faith estimate of what the company intends to offer for this role at the time this posting was issued. Actual compensation may vary based on factors such as job responsibilities, education, experience, skills, internal equity, market data, applicable collective bargaining agreements, and relevant laws.

Benefits Overview:

• Health, dental, and vision insurance
• Paid time off and holidays
• Retirement benefits (including 401(k) matching)
• Educational reimbursement
• Parental leave
• Employee stock purchase plan
• Tax-saving options
• Disability and life insurance
• Pet insurance

Note: Benefits may vary based on employment type, location, and applicable agreements. Positions governed by a Collective Bargaining Agreement (CBA), the McNamara-O'Hara Service Contract Act (SCA), or other employment contracts may include different provisions/benefits.