Billing Specialist

Summary/Objective

The primary responsibility of the Billing Specialist is to coordinate and execute end-to-end processes related to project invoicing transactions in a professional services environment. This is a hybrid role supporting the Washington, D.C. office. Partners with case managers and internal stakeholders to ensure accurate, timely, and compliant billing. The Billing Specialist reports to the Senior Billing Analyst and maintains a key role on the corporate accounting team.

Core Responsibilities

• Receive and log subcontractor invoices for entry in project accounting system and process through payables module
• Manage and coordinate the timely preparation, processing of pre-bills including the necessary adjustments as PMs requested and month-end bills for multiple offices
• Set-up new cases and projects in Microsoft Dynamics Great Plains and Business Central
• Partner with various employees across all offices to ensure accurate and timely issuance of bills to customers to enable prompt payment
• Provide prompt follow-up to any billing and invoicing inquiries
• Organize and maintain the billing files for multiple locations, other documentation thoroughly and accurately, in accordance with company policy and accepted accounting practice
• Assist manager and department members on various special projects that get assigned to the Accounting Team
• Ability to work overtime hours on certain key dates during the monthly close or other times in which the departmental workload is at a high level
• Monitor and manage project WIP (work-in-progress), investigating variances and coordinating with case managers to ensure timely, accurate billing.
• Monitor Subcontractor sheet and subcontractor inbox
• Process adjustments, credits, and rebills, as needed

Competencies

• Billing/Accounting : Understanding of project billing concepts (including WIP), basic accounting principles, and invoice processing controls to ensure accurate, compliant client billing.
• Professionalism : Communicates clearly and respectfully with internal stakeholders and external clients, handles sensitive information with discretion, and represents the firm appropriately in all billing interactions.
• Organization : Manages multiple matters/projects at once, prioritizes deadlines (pre-bills and month-end), and maintains well-structured billing support documentation and files.
• Attention to Detail : Reviews billing data for accuracy (rates, terms, approvals, and supporting documentation), identifies discrepancies early, and follows through to resolution to reduce rebills and delays.
• Ethical Practice : Demonstrates integrity and sound judgment, follows company policies and internal controls, and supports confidentiality and compliance requirements in all billing activities.

Preferred Education and Experience

• Bachelor's degree, associate's degree in business, Accounting, or a related field
• Two (2) to four (4) years' experience in project billing
• Experience working with Microsoft Dynamics with an emphasis on billing modules, a plus
• Advanced skills in Microsoft Office with a strong emphasis in Excel and MS Word
• Experience working under strict deadlines
• Experience with successful and effective organizational and time management skills
• Strong verbal and written communication skills and the ability to interact in a professional manner are required as this position will have a high level of exposure with both company employees and sub-contractors

Position Type/Expected Hours of Work

This is a full-time position. Days and hours of work are generally Monday through Friday, 8:30 a.m. to 5:30 p.m. There may be times during the billing cycle to work overtime in order to meet billing, month-end close, or other time-sensitive deadlines.

Physical Demands

While performing the duties of this job, much of the work may be done sitting at a desk, using a computer, typing, handling phone calls, filing, and using office equipment such as like printers and copiers. The employee must occasionally lift or move office products and supplies, up to 20 pounds.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Salary Range

The base annual salary range offered for this position is based on numerous factors, including job-related skills and knowledge, experience, specific location, relevant education and/or training. In addition to the annual salary, we offer a full benefits package.

Guidepost Solutions is an Equal Opportunity Employer and does not discriminate based on race, color, religion, sex, national origin, age, disability, or genetic information or any other characteristic protected by law.