Billing Specialist

Billing Specialist

Bodewell Group is seeking a full-time Billing Specialist to manage client billing and invoicing within our agency environment. This role is primarily responsible for preparing accurate and timely invoices in accordance with project budgets, client rates, and contract terms while partnering closely with project managers to ensure billing reflects work completed. The ideal candidate has experience in agency or professional services billing, exceptional attention to detail, strong Excel skills, and the ability to collaborate across teams. Experience with BigTime is a plus.

At Bodewell Group, progress starts with people. We are a strategic engagement agency advancing the modern building blocks of society—water, energy, transportation, land and technology. Our 130+ team partners with public and private sector leaders to build understanding, align stakeholders and move complex initiatives forward, shaping the systems that communities rely on every day. We invest in the best and brightest—innovative thinkers, strategic advisors and collaborative problem-solvers who are committed to enhancing human prosperity and quality of life for generations to come. Recognized as a Certified Great Place to Work (2025–2026), we foster a culture grounded in trust and shared purpose while creating space for balance, connection and a life outside of work. If you want to do meaningful work that shapes communities and grow your career alongside people you trust, you'll find your place at Bodewell.

Location and Travel: This person must be located in San Diego. Our offices operate on a hybrid schedule, with 3 days onsite in San Diego. Availability to work extended hours or weekends when project demands require.

Compensation: The annual base amount for this position is dependent on several factors, including the candidate's geographic location, experience, and qualifications. The annual base amount may be adjusted based on market conditions in the location where the employee resides. A typical hourly base range for this role is: $25.00 - $30.00 - Non-Exempt (actual compensation may vary by location and will follow local regulations).

Key Responsibilities

Billing & Client Account Reconciliation

• Review client contracts and statements of work to understand billing terms, invoicing requirements, payment schedules, and other applicable conditions to ensure invoices are prepared in accordance with contractual obligations.
• Prepare accurate client invoices based on approved project budgets, hourly rates, and contractual requirements.
• Review and verify billing data, ensuring accuracy and consistency prior to invoice submission.
• Periodically audit time entries, billing rates, and billable expenses to support an accurate billing process.
• Partner with project managers to ensure invoices align with work completed and client agreements.
• Reconcile client accounts and resolve discrepancies in collaboration with internal teams.
• Receive, record, and post client payments within the accounting system.
• Monitor outstanding balances and assist with follow-up on past due invoices.
• Maintain accurate records of billing transactions and related client communications.

Reporting & Analysis

• Generate reports on invoice status, accounts receivable aging, and project billing metrics.
• Reconcile the accounts receivable subledger to the general ledger and investigate variances as needed.
• Identify opportunities to improve billing accuracy, efficiency, and process compliance.
• Support month-end and year-end close activities and related financial reporting.

Requirements

• Bachelor's degree in Accounting, Finance, or a related field
• 3+ years of experience in agency billing, accounts receivable, or finance
• Strong understanding of agency billing practices, project rates, and client contracts
• Experience with BigTime is a plus
• Advanced Microsoft Excel skills and analytical ability
• Excellent communication and collaboration skills to work with project managers and internal teams
• Highly organized with strong attention to detail

Why You'll Love Working Here

• Flexible, Hybrid Schedule: A hybrid work model that supports flexibility, collaboration and work-life balance.
• Medical, Dental and Vision Benefits: Comprehensive healthcare coverage including several low-cost medical plan options, 100% employer covered dental and vision, and FSA offerings to support our team and their families.
• Financial Growth and Stability: Competitive salaries with clear paths for advancement, 401(k) participation, profit-sharing opportunities and life insurance benefits.
• Professional Growth and Opportunity: A professional development stipend, internal training programs, mentorship from experienced professionals and exposure to influential stakeholders and complex, high-impact projects.
• Rest, Renewal and Well-Being: Three weeks of PTO, 13 paid holidays and a company wellness stipend for ClassPass.
• Community and Recognition: Company events and an employee recognition program celebrate contributions, milestones and the collaborative spirit that defines our culture.