Intake & Billing Specialist

Job Description

Job Description

Benefits:

• Competitive salary
• Dental insurance
• Health insurance
• Opportunity for advancement
• Vision insurance

Position Overview

Nine Engineering LLC is seeking a detail-oriented and organized Intake & Billing Specialist to support our growing engineering operations. This role is responsible for managing project intake, coordinating documentation for new work orders, and preparing accurate invoices for clients. The ideal candidate will ensure that project information is properly captured, tracked, and billed in a timely manner while supporting internal project teams and maintaining excellent communication with clients.

Key Responsibilities

• Receive and process new project intake requests from clients and internal staff.

• Review submitted documentation to ensure all required information is complete and accurate before initiating projects.

• Create and maintain project records, tracking logs, and job files within company systems.

• Coordinate with project managers, engineers, and operations staff to ensure proper documentation for each project.

• Prepare, review, and issue client invoices in accordance with project scopes, contracts, and billing schedules.

• Monitor outstanding invoices and assist with accounts receivable follow-ups as needed.

• Maintain organized records of contracts, work orders, billing documentation, and client communications .

• Assist management with reporting, billing summaries, and project tracking .

• Ensure compliance with company policies and maintain confidentiality of company and client information.

• Provide general administrative support to the operations and accounting teams as required.

Qualifications

• High school diploma or equivalent required; associate or bachelor’s degree preferred .

• 2+ years of experience in administrative support, project intake, billing, or accounting functions.

• Experience working in engineering, construction, utilities, or professional services industries is a plus.

• Strong attention to detail and ability to manage multiple tasks and deadlines .

• Proficiency with Microsoft Office (Excel, Word, Outlook) and experience with accounting or project management software is preferred.

• Excellent written and verbal communication skills.

• Strong organizational and problem-solving abilities.

Preferred Skills

• Experience with project-based billing .

• Familiarity with engineering or utility design project workflows .

• Ability to work in a fast-paced environment with high volumes of project intake requests .

What We Offer

• Competitive compensation

• Opportunity to grow with a rapidly expanding engineering firm

• Professional and collaborative work environment

• Paid time off and other benefits (if applicable)