Invoice Manager

Job Description

Job Description

Position Summary

The Invoice Manager is responsible for accurate, timely, and complete project setup and invoicing support for assigned offices, departments, and project teams. This role reviews contract and proposal information, creates and maintains project records, supports project billing, enters and reviews billing-related data, and helps ensure invoices are prepared accurately and submitted on time.

The Invoice Manager works closely with Project Managers, Client Managers, field teams, accounting, and other Revenue Operations team members to support project financial accuracy, client billing requirements, work-in-progress management, and overall project profitability. This position requires strong attention to detail, organization, follow-through, communication, and the ability to manage competing priorities in a high-volume environment.

Essential Functions and Responsibilities
Project and Proposal Setup

• Review contract, proposal, and project information to support accurate project and proposal setup in company systems.
• Set up new projects and proposal projects daily for assigned offices, departments, or work groups.
• Confirm key setup details, including client information, project structure, phases, orgs, billing terms, contract management requirements, project manager assignments, and other required data.
• Support Power BI project setup reviews and help identify missing, incomplete, or inconsistent project information.
• Coordinate with Project Managers, Client Managers, and internal teams to resolve setup questions before billing issues occur.

Invoicing and Billing Support

• Prepare, review, and process assigned project invoices accurately and timely.
• Learn and maintain client-specific billing requirements to ensure invoices meet contract terms, client expectations, and internal quality standards.
• Communicate with Project Managers and Client Managers regarding contract documents, change orders, approvals, backup documentation, billing holds, additional services, and other invoice-related items.
• Assist with WIP billing moves, invoice revisions, and billing corrections as needed.
• Monitor invoice review status and help move invoices through internal approval workflows.

Data Entry and Operational Support

• Enter and review daily equipment logs (DELs) and other required project data for costing and client billing records.
• Support time and expense approvals and help resolve questions that impact project costing or billing accuracy.
• Assist with prevailing wage documentation and billing requirements when applicable.
• Review vendor invoices and project-related documentation as needed to support accurate billing and project financials.
• Compile information for internal and external reporting as requested.

Project Financial Review

• Review assigned projects for revenue, cost, profit, WIP, and billing accuracy on a regular basis.
• Identify potential issues with project setup, billing terms, WIP, profit, or client billing requirements and escalate concerns timely.
• Support project closeout by ensuring billing is complete, outstanding items are resolved, and projects are closed appropriately.
• Assist Project Managers and Client Managers in understanding project billing status, invoice timing, and items delaying revenue recognition.

Client, Team, and AR Support

• Follow up with clients on outstanding invoices as needed and support Revenue Operations collection efforts when appropriate.
• Provide responsive support to Project Managers, Client Managers, field teams, and internal departments regarding invoice status, billing questions, and project setup needs.
• Partner with other Invoice Managers and Revenue Operations team members to balance workload, share knowledge, and maintain consistent billing practices.
• Maintain professionalism, confidentiality, and a service-focused approach when communicating with clients and internal stakeholders.

Required Education, Experience, and Skills

• High school diploma or equivalent required.
• Strong attention to detail and ability to complete work accurately and thoroughly.
• Strong communication, organization, follow-up, and time management skills.
• Ability to manage multiple priorities, meet deadlines, and adapt to changing business needs.
• Ability to work independently while also contributing to a team environment.
• Self-motivated, dependable, and willing to learn new processes, systems, and client requirements.
• Ability to interact effectively and professionally with co-workers, clients, vendors, and other business contacts.
• Proficiency with Microsoft Office and Windows-based programs.
• Ability to operate standard office equipment, including telephone, computer, copier, scanner, and related equipment.

Preferred Education and Experience

• Associate degree in business, finance, accounting, or a related field preferred.
• Two or more years of administrative, billing, invoicing, accounting, project coordination, or revenue operations experience preferred.
• Accounting experience or accounting coursework is a plus.
• Experience with Deltek systems, including Ajera, Vision, or Vantagepoint, is a plus.
• Experience working with project managers, contract documents, client billing requirements, or project-based invoicing is preferred.

Core Competencies

• Accuracy and attention to detail
• Accountability and ownership
• Clear and professional communication
• Problem solving and follow-through
• Organization and workload management
• Client service and internal customer support
• Adaptability and change management
• Teamwork and collaboration
• Confidentiality and sound judgment

Work Environment

This position operates in a professional office environment and routinely uses standard office equipment such as computers, phones, photocopiers, and scanners. Employees are required to follow company safety standards and wear personal protective equipment in designated areas, when applicable.

Physical Demands

• This is largely a sedentary role; however, the employee may occasionally lift and/or move up to 10 pounds.
• The employee is regularly required to sit, use hands and fingers, operate a computer and phone, communicate verbally and in writing, and view a computer screen for extended periods.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Benefits

• 1700/3400 Deductible Health Insurance Plans Available

• 3400 includes Health Savings Plan (HSA) Company Contribution with Employee Contribution

• Dental

• Vision

• Health Savings Account (HSA)

• 401k | Up to 4% Company Match

Additional Benefits

• Tuition Reimbursement

• Career and Personal Development Resources and Training

• Safety Boot Reimbursement

• Gym Membership Reimbursement

• Company Cell Phone - Depends on position

• Company paid lodging and per diem

• Quarterly Bonus when eligible

AAP/EEO Statement

Environmental Works, Inc. is committed to maintaining a workplace that is free from discrimination on the basis of race, gender, religion, color, national origin, sexual orientation, age, marital status, veteran status, disability status, or any other characteristic protected by federal, state, or local laws. We strive to create a diverse and inclusive work environment where all employees are treated with kindness and respect.

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