Marine Services Billing Coordinator

Marine Services Billing Coordinator

The Marine Services Billing Coordinator plays a crucial role in supporting the Marine Services operations team by managing administrative tasks, financial processes, and logistical coordination. This role ensures that all Marine Services run efficiently, with a strong focus on accurate financial management, resource allocation, and regulatory compliance.

Essential Duties & Responsibilities

• Accurately record time and expenses for on-call divers to ensure timely and precise compensation.
• Maintain detailed logs and reports for review and audit purposes.
• Manage the billing process for Marine Services, ensuring invoices are issued promptly.
• Prepare billing/invoices and project administration
• Monitor accounts receivable and follow up on aging invoices to ensure timely payment.
• Implement and oversee cost-plus billing procedures, ensuring that all costs are accurately captured and invoiced.
• Coordinate travel arrangements for Marine Services personnel, including booking transportation, accommodations, and related logistics.
• Provide detailed cost reports to management for project evaluation.
• Prepare and maintain a weekly project quote list, ensuring all quotes are updated and distributed to relevant stakeholders.
• Track project progress and update the project list regularly.
• Manage and record expenses for Marine Services personnel, ensuring compliance with company policies.
• Prepare expense reports for review and approval.
• Manage Paycom entries and approve overtime for Marine Services personnel, ensuring accuracy and compliance with labor laws.
• Collaborate with HR and payroll to resolve any discrepancies.
• Prepare and submit Marine Services insurance payroll fund reports, ensuring accuracy and compliance with regulatory requirements.

Requirements

Minimum Qualifications:

• Education: High School Diploma
• Experience: Minimum of 3-5 years of experience in a similar administrative role, preferably within the Marine Services or environmental services industry.

Preferred Qualifications:

• Over 5 years of experience in administration or a related field.
• Experience with HCM and finance management systems.
• Proficiency in MS Office Suite, especially Excel.
• Experience with financial management software and accounting systems.
• Strong analytical skills with a focus on financial data.

Desired Skills:

• High level of accuracy in managing financial records and documentation.
• Ability to identify and resolve issues related to billing, logistics, and project management.
• Excellent verbal and written communication skills, with the ability to interact effectively with clients and team members.
• Ability to manage multiple tasks and adapt to changing priorities in a fast-paced environment.
• Strong focus on client satisfaction and relationship management.
• Strong organizational and time management skills.

Additional:

Department & Division:

Exempt Status*: Non-exempt

Reports to**: Marine Services Director

Works with Inside Company: Marine Services Staff, other Admins

Works with Outside Company: Marine Services and Cost-Plus clients for billing

Working Conditions: Primarily an office setting

Supervisor Responsibilities: none

Physical Requirements: Ability to sit for extended periods.

Travel Requirements: Minimal travel

*This position is classified as non-exempt based on the job duties.

**The company reserves the right to make changes to the reporting structure for this position due to business needs.