Senior Billing Analyst

Senior Billing Analyst

Position Summary

The Senior Billing Analyst is a key contributor within the Revenue Operations team, responsible for overseeing the full lifecycle of billing activities to ensure accurate invoicing, timely collections, contract compliance, and financial integrity. This role serves as a subject matter expert in billing operations, accounts receivable management, and government contract billing while driving operational excellence through analysis, problem-solving, and process improvement initiatives.

As a senior member of the team, the Senior Billing Analyst partners closely with Accounting, Operations, Purchasing, Contracts, and Customer stakeholders to resolve complex billing matters, improve cash flow, and support business objectives. This position also provides day-to-day guidance and mentorship to Billing Analysts, acts as a key escalation point for billing-related issues, and serves as a backup resource for the Revenue Manager when needed.

The ideal candidate combines strong analytical skills, advanced knowledge of billing and revenue processes, government contract billing expertise, and a continuous improvement mindset to support both operational success and organizational growth.

Key Responsibilities

Billing Operations & Revenue Management

• Manage and analyze project billing activities to ensure invoices are accurate, complete, and compliant with customer contracts and company policies.
• Review project financial data, contract requirements, funding limitations, and purchase orders to support accurate billing and revenue recognition.
• Monitor billing workflows and proactively identify risks that may impact invoicing, collections, or customer satisfaction.
• Ensure all billing transactions comply with applicable contractual, regulatory, and company requirements.

Accounts Receivable & Collections

• Monitor accounts receivable aging and proactively manage collection efforts to achieve cash flow objectives and reduce outstanding balances.
• Partner with customers and internal stakeholders to resolve invoice disputes and payment delays.
• Investigate and resolve billing discrepancies that impact invoicing accuracy or collection timelines.
• Maintain detailed documentation of collection activities, customer communications, and resolution efforts.

Government Contract Billing & Compliance

• Prepare, review, and manage billings related to government contracts and projects.
• Ensure compliance with Federal Acquisition Regulation (FAR), Defense Federal Acquisition Regulation Supplement (DFARS), and other contractual requirements.
• Utilize government portals and contract-specific systems to submit invoices, track payment status, and resolve billing issues.
• Support contract audits and compliance reviews by providing accurate billing documentation and supporting records.

Financial Analysis & Reconciliation

• Perform detailed reconciliations across accounting, project management, purchasing, and billing systems.
• Analyze project costs, labor, funding, and financial transactions to ensure billing accuracy and completeness.
• Identify discrepancies, investigate root causes, and implement corrective actions.
• Support month-end and year-end close activities through reconciliation and reporting efforts.

Reporting & Business Insights

• Prepare and distribute recurring and ad hoc financial, operational, and billing reports.
• Analyze billing trends, collection performance, aging metrics, and operational data to identify opportunities for improvement.
• Present findings and recommendations to leadership to support informed decision-making.
• Develop reporting tools and dashboards that increase visibility into revenue cycle performance.

Cross-Functional Collaboration

• Partner with Accounting, Purchasing, Contracts, Program Management, and Operations teams to resolve billing and purchase order issues.
• Serve as a trusted resource for internal and external stakeholders regarding billing processes and requirements.
• Facilitate effective communication between departments to improve accuracy, efficiency, and customer experience.

Leadership & Team Development

• Provide day-to-day guidance, coaching, and mentorship to Billing Analysts.
• Assist with onboarding and training initiatives to ensure consistency and adherence to best practices.
• Serve as an escalation point for complex billing situations and customer concerns.
• Support team workload balancing and operational continuity in the absence of the Revenue Manager.

Process Improvement & Special Projects

• Identify opportunities to enhance billing processes, controls, workflows, and system functionality.
• Participate in pilot programs, system implementations, and process improvement initiatives.
• Lead knowledge transfer activities and support organizational change management efforts.
• Perform special projects and other duties as assigned.

Required Qualifications

Education

• Bachelor's degree in Accounting, Finance, Business Administration, or a related field preferred.

Experience

• 3-5 years of progressive experience in billing, accounts receivable, accounting, or revenue operations.
• Direct experience with government contract billing required.
• Experience managing complex billing scenarios, collections, and compliance-driven environments.
• Demonstrated experience supporting cross-functional teams and resolving escalated billing issues.

Required Skills & Competencies

• Exceptional communication and customer service skills.
• Strong analytical thinking and problem-solving capabilities.
• High level of accuracy and attention to detail.
• Excellent organizational and time-management skills.
• Ability to prioritize competing demands and meet deadlines.
• Strong collaboration and relationship-building skills.
• Sound judgment, professionalism, and adaptability in a fast-paced environment.
• Demonstrated leadership, accountability, and ownership of results.
• Ability to mentor and develop team members while fostering a collaborative work environment.

Technical Knowledge & Proficiencies

• Advanced knowledge of billing operations and invoicing processes.
• Strong understanding of accounts receivable and collection methodologies.
• Proficiency in account reconciliation and financial analysis.
• Experience preparing and analyzing financial and operational reports.
• Knowledge of audit support processes, compliance requirements, and internal controls.
• Experience with accounting, ERP, project accounting, and purchasing systems.
• Government contract billing expertise required.
• Working knowledge of FAR, DFARS, and federal contract requirements.
• Experience utilizing government invoicing and payment portals.
• Advanced proficiency in Microsoft Excel, including complex formulas, pivot tables, lookups, and data analysis tools.
• Strong proficiency with Microsoft 365 applications.
• Ability to document processes, develop procedures, and support continuous improvement initiatives.

Success Measures

A successful Senior Billing Analyst will:

• Maintain a high level of billing accuracy and compliance.
• Reduce billing discrepancies and account aging through proactive issue resolution.
• Improve collection performance and cash flow management.
• Provide meaningful financial insights that support business decision-making.
• Strengthen cross-functional partnerships and customer relationships.
• Support team development through mentorship and subject matter expertise.
• Drive continuous improvement initiatives that increase operational efficiency and scalability.

Work Environment

• Fast-paced, deadline-driven environment aligned with billing cycles and month-end close activities.
• Highly collaborative, cross-functional business setting.
• Office or hybrid work environment with standard lighting, temperature, and noise levels.
• Occasional extended hours may be required to meet business deadlines and reporting requirements.

Equal Opportunity Employer

TOTE Resources is an Equal Opportunity Employer - Affirmative Action and a VEVRAA Federal Contractor. We are committed to a diverse workforce. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin disability, or status as a protected veteran. TOTE Resources is a drug-free employer and a participant of the E-Verify Employment Verification Program.