Accounting Specialist - Project Billing & Accounts Receivable

Job Description

Job Description

Accounting Specialist – Project Billing & Accounts Receivable

Location: Bay Area, California – Hybrid
Department: Accounting / Finance

Position Summary

ACC Environmental Consultants is seeking an experienced Accounting Specialist – Project Billing & Accounts Receivable to support our project managers and accounting operations. This role will be responsible for preparing accurate and timely client invoices, supporting project managers throughout the billing process, and assisting with accounts receivable follow-up.

The ideal candidate has strong, hands-on knowledge of NetSuite, excellent attention to detail, and experience working with project-based or professional services billing. This position requires someone who can work independently while also partnering effectively with project managers to understand client-specific billing requirements and ensure invoices are accurate, compliant, and issued promptly.

This is a hybrid position, ideally based in the San Francisco Bay Area.

Key ResponsibilitiesProject Billing & Invoicing

• Prepare draft client invoices in NetSuite for review by Project Managers.
• Review project and billing information for accuracy, completeness, and compliance with company policies and client requirements.
• Work directly with Project Managers to resolve billing questions, discrepancies, or missing information.
• Incorporate Project Manager feedback and make necessary invoice adjustments.
• Depending on established workflows and client requirements, either finalize and issue invoices directly to clients or provide completed invoices to Project Managers for final approval and distribution.
• Ensure invoices are prepared and issued according to established billing schedules and deadlines.
• Maintain awareness of client-specific billing requirements, including purchase orders, contract terms, supporting documentation, invoice formats, and submission procedures.
• Help identify billing issues that could delay invoicing or payment and proactively work with the appropriate team members to resolve them.
• Maintain accurate billing documentation and records within NetSuite.

Accounts Receivable

• Assist with monitoring outstanding accounts receivable and aging.
• Conduct client follow-up on outstanding invoices as requested.
• Coordinate with Project Managers and accounting staff regarding past-due balances, invoice questions, and payment status.
• Research payment discrepancies and help resolve billing-related issues that may be delaying collection.
• Maintain clear and professional communication with clients regarding invoice and payment inquiries.

Accounting & Operational Support

• Support the Accounting team with additional billing, accounts receivable, and related accounting activities as needed.
• Help maintain consistent billing practices and adherence to company policies.
• Identify opportunities to improve billing workflows, NetSuite processes, and coordination between Accounting and Project Managers.
• Assist with reporting and other accounting-related projects as assigned.

Qualifications

• In-depth working knowledge of NetSuite is required, particularly invoicing, project billing, accounts receivable, and related workflows.
• Prior experience with project-based billing, preferably within a professional services, consulting, engineering, environmental, architectural, construction, or similar project-driven organization.
• Strong understanding of accounts receivable and the invoice-to-cash process.
• Demonstrated ability to review detailed billing information and identify discrepancies.
• Strong organizational skills with the ability to manage multiple projects, deadlines, and billing requirements simultaneously.
• Excellent attention to detail and commitment to accuracy.
• Strong written and verbal communication skills.
• Comfortable communicating directly with Project Managers and clients regarding billing and payment matters.
• Ability to work independently, exercise sound judgment, and appropriately escalate issues.
• Proficiency with Microsoft Excel and other standard business applications.

Preferred Qualifications

• Experience supporting a high volume of Project Managers or client projects.
• Experience with time-and-materials, fixed-fee, milestone, and other professional-services billing arrangements.
• Familiarity with client portals, purchase orders, and complex client-specific invoicing requirements.
• Experience improving or documenting accounting and billing processes.

What Success Looks Like

A successful Accounting Specialist will help make the billing process easier and more efficient for our Project Managers while maintaining a high level of accuracy and client service. They will take ownership of assigned billing activities, proactively identify issues, and help ensure that completed work is invoiced promptly and outstanding receivables receive appropriate follow-up.

The right person will combine strong NetSuite expertise with attention to detail, responsiveness, good judgment, and a collaborative approach to working with both internal teams and clients.

Work Environment

This position is eligible for a hybrid work arrangement. Candidates located in the San Francisco Bay Area are preferred to facilitate collaboration with Accounting, Project Managers, and other members of the ACC team.

ACC Environmental Consultants is an equal opportunity employer and is committed to maintaining a professional, respectful, and inclusive workplace.

Benefits

ACC provides a comprehensive benefits package to regular full-time and qualifying part-time employees that includes:

• Eligibility to participate in the company Employee Stock Ownership Program for qualifying individuals.
• Group Medical Insurance
• HSA Contributions to qualifying plans
• 401(k) Retirement Savings Program
• Paid Time Off
• Nine Paid Holidays Per Year
• Bonus Program
• Employee Assistance Program
• Long-term disability insurance
• Life insurance