Note: The job is a remote job and is open to candidates in USA. HKS, Inc. is an architecture and design firm seeking a Billing Analyst to support project teams and billing operations. The role manages project information, client invoicing, consultant invoice reviews, reconciliations, collections, project closeouts, and billing process improvements while ensuring compliance with contracts and accounting requirements.
Responsibilities
- Supports billing for multiple Project Managers, ensuring fees are properly entered in the system and invoices are issued monthly in a timely manner, in accordance with contract terms
- Requests contracts, labor plans, fee breakouts, authorizations to proceed, etc. as needed to ensure compliance with client agreements and firm policies
- Enters project information into the accounting system based on contracts and Project Manager/Client preferences and requirements
- Assists in maintaining, tracking, and updating project-related records, including change orders and additional services in collaboration with project team throughout project lifecycle
- Collaborates with clients, Project Managers, and Project Accountants to understand project requirements, coordinating with consultants, and developing strong working relationships with all parties of the project team to gain trust and understanding of expectations
- Reviews consultant invoices for accuracy and process in conjunction with monthly billing, ensuring that revenue offsets costs within each accounting period, rejecting and requesting revised invoices as needed, and ensuring all required documentation is in place
- Reviews WIP prior to billing to ensure labor and expenses are posted correctly, transferring between phases or accounts as needed
- Creates and submits client invoices in accordance with company procedures and established billing processes, compiling all required documentation such as client-specific invoice templates, special reporting, lien waivers, etc
- Performs reconciliations of accounts receivable and billing records to ensure accuracy and completeness, processing adjustments and corrections to invoices as needed in adherence to team policies
- Supports in ensuring all billing practices comply with relevant accounting standards, contractual obligations, and legal requirements, maintaining accurate and comprehensive records of all billing transactions for audit purposes
- Assists in monitoring working capital to ensure prompt billing of services and payment from client
- Assists clients regarding billing inquiries, disputes, and adjustments
- Performs monthly collections process and resolve issues promptly and professionally
- Closes out projects in system upon completion, writing off WIP and removing backlog when needed, following up with Project Managers to ensure projects are closed out timely
- Assists in identifying opportunities for process and system improvements and recommend changes to enhance billing efficiency and accuracy
- Works closely with other departments, including finance, project management, and legal teams, to ensure seamless billing operations, following established billing procedures and enforcing policies
Skills
- Bachelor's degree in Accounting, Finance or an equivalent combination of education and experience
- Typically with 2+ years of experience
- Experience in MS Office Suite, including Excel, Outlook and Word
- Basic understanding of accounting principles and billing practices, particularly in a project-based environment
- Strong interpersonal skills and the ability to interact with all levels of staff
- Strong work ethic and eagerness to produce high quality, accurate results
- Ability to hold sensitive information with a high level of confidentiality and integrity
- Ability to communicate and present ideas in a clear, concise and professional manner both verbally and in writing
- Ability to problem solve and apply innovative solutions
- Ability to work and collaborate in a team environment
- Ability to effectively meet deadlines at expected quality
- Experience in Deltek Vision or Vantagepoint preferred
Company Overview