Project Billing Specialist

Project Billing SpecialistPGAL is a national design firm specializing in architecture, engineering, interiors, and planning for a diverse group of public and private sector clients. We believe great design grows from a supportive, energized environment. That's why we encourage initiative, value diverse perspectives, and give team members the opportunity to take meaningful ownership of their work. From your first day at PGAL, you will be part of a collaborative process where your voice matters and your contributions make a real impact. If you are seeking a firm where design excellence is matched by commitment to professional development and a culture that values people, PGAL offers a place to thrive and grow.We are seeking a highly skilled and detail-oriented Project Billing Specialist to support monthly billing operations and project financial administration. This production-level position is focused on executing monthly invoicing, interpreting contract terms, and ensuring accurate project setup and compliance. Specialist with A/E/C experience to assist with project accounting-related tasks, client invoicing and accounts payable, and to provide support for TxDOT invoicing. The ideal candidate will demonstrate strong knowledge of the A/E industry billing cycle, proficiency in Deltek systems, and the ability to interpret complex contract language.Responsibilities include, but are not limited to:Work closely with Engineering Principal and Project Managers to monitor project progress for billingPrepare invoices and accompanying spreadsheets along with invoice backups per contract requirementsExecute the complete monthly invoicing cycle, ensuring invoices are prepared accurately and submitted timely in accordance with contract billing terms and schedulesReview and interpret client contracts to establish billing methods (Lump Sum, Time & Materials, Cost Plus), invoicing frequency, reimbursable expenses, and documentation requirements inclusive of Pay Applications, Waivers and MWBE reportsAssist with ensuring timely payments of vendor invoices and expense vouchers, as well as vendor and employee inquiriesMaintain Accounts Payable Aging Report and reconciling vendor accountsSet up new projects in the financial system based on client contract terms, incorporating the appropriate phase/task structure, billing parameters, and insurance obligationsCoordinate with project managers to validate project data, fee information, and milestones for accurate and timely billingSubmit invoices via client-specific portals or through other electronic submission formatsTrack and reconcile project-level financial data, including prior billing, contract value, and remaining fee balancesMonitor accounts receivable by following up on outstanding invoices and maintaining billing logsEnsure client and subconsultant certificate of insurance compliance is up to date and properly filedPrepare and submit reporting for MWBE, city, state, and local agency contracts as requiredReview subconsultant invoices and ensure required documentation is complete and compliantMaintain vendor integrity, 1099 information and filingFull-cycle billing - A/R collectionsCoordinate with billing staff in the monthly planning and monitoring of ongoing status/completion of all invoicing, and provide assistance as neededMaintain Accounts Receivable Aging Report, document/update A/R notes and reconcile client accountsAssist with audit tasks as neededQualifications:High school diploma required; post-secondary degree in Accounting, Finance, or Business preferredMinimum 5 years of experience in project accounting or billing within an architecture, engineering, or construction (AEC) environment.2+ years of prior experience; TxDOT billing experience requiredStrong understanding of project billing methodologies, contract compliance, and industry-standard invoice practicesProficiency in Deltek Vantagepoint / Vision requiredProficient in Adobe Acrobat or BluebeamSkilled in Microsoft Excel, Outlook, and WordFamiliarity with FAR and other federal contract compliance preferredExceptional attention to detail, ability to manage deadlines across multiple active projects, and strong organizational skillsAbility to work in a fast-paced environmentStrong written and verbal communication skills; must be comfortable interacting with internal teams and external clients professionallyMust be legally authorized to work in the United States for any employer without sponsorship now or in the futurePGAL offers a comprehensive benefits package including medical, dental, vision, disability, life, flexible spending accounts, 401(k), and profit sharing. We also offer paid leave inclusive of holidays, PTO, and paid parental leave. PGAL is an Equal Opportunity Employer, including disability and protected veteran status. PGAL is a VEVRAA Federal Contractor.