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About the Role

We are seeking a Billing Specialist to prepare and process client invoices, manage project billing information, and support unbilled revenue and accounts receivable activities.

Responsibilities

Prepare and process client invoices in Deltek Vantagepoint according to contract terms, billing schedules, and client requirements.
Generate draft invoices and coordinate with Project Managers for timely reviews and approvals.
Review billing details for accuracy, including labor, expenses, rates, and contract limits.
Prepare and organize supporting documentation for invoices, such as timesheet details, expense backups, and progress reports.
Submit approved invoices through client billing portals, email, or other required channels.
Maintain accurate billing records and track invoice status.
Identify and resolve routine billing discrepancies, missing documentation, and invoice rejections, escalating complex issues.
Ensure assigned billing activities are completed within established deadlines.
Assist with setting up and maintaining project billing information in Deltek Vantagepoint.
Review contract billing requirements and clarify invoicing instructions with PMs and Finance.
Update billing rates, contract amounts, billing schedules, and other project information as directed.
Assist with processing approved change orders and contract amendments.
Support project closeout activities by reviewing outstanding billing items and coordinating final invoices.
Review work-in-process (WIP) and unbilled revenue reports to identify outstanding billing opportunities.
Follow up with PMs to address issues preventing timely invoicing.
Assist with reconciling billed-to-date amounts and remaining contract balances.
Support the resolution of client billing inquiries, invoice discrepancies, and payment-related issues.
Assist with accounts receivable follow-up and collection activities.
Communicate effectively with PMs, clients, and Finance regarding billing status, requirements, and outstanding items.
Proactively follow up on pending approvals and escalate unresolved issues that may delay invoicing.
Maintain organized and accurate billing documentation and project records.
Support month-end and quarter-end billing activities.
Assist with improving billing procedures, identifying process inefficiencies, and supporting consistent billing practices.
Perform other billing-related duties as assigned.

Requirements

Minimum of three (3) years of experience in billing, accounts receivable, project accounting, or a related financial role.
Hands-on experience preparing and processing client invoices.
Proficiency in Microsoft Office Suite, particularly Excel.
Strong attention to detail and commitment to accuracy.
Excellent organizational and time management skills with the ability to manage multiple assignments and meet deadlines.
Strong verbal and written communication skills and the ability to collaborate effectively with project managers, clients, and internal teams.
Ability to work independently on assigned tasks while recognizing when issues require escalation.
Strong problem-solving skills and willingness to learn new systems, processes, and billing requirements.
Associate's or Bachelor's degree in Accounting, Finance, Business Administration, or a related field.
Experience within the architecture, engineering, and consulting (AEC) industry.
Experience with Deltek Vantagepoint or another project-based accounting and billing system.
Familiarity with time-and-materials, fixed-fee, and cost-plus billing.
Experience with client billing portals and preparing supporting invoice documentation.
Basic knowledge of work-in-process (WIP), accounts receivable (A/R), and contract billing requirements.

Skills

Deltek Vantagepoint
Microsoft Office Suite
Excel
Time-and-materials billing
Fixed-fee billing
Cost-plus billing
Client billing portals
Work-in-process (WIP) reporting
Accounts receivable (A/R) management
Contract billing

Location

Lower Manhattan, NY
Melville, NY
Morristown, NJ

Work Type

Onsite

Experience Level

3+ years of experience

Education Level

Associate's degree
Bachelor's degree

Salary/Compensations

$55,000 – $75,000 USD

Benefits

Competitive Salary
Medical insurance
Dental insurance
Life insurance
PTO
401(k)
Professional development/advancement opportunities
Employee Assistance Program
Company paid Life & AD&D
Company paid Disability
Paid Holidays

About the Company

NV5 delivers technology-enabled engineering, consulting, and geospatial solutions that help clients plan, design, and optimize infrastructure, buildings, utilities, and environmental systems.
We bring together technical expertise, data, and innovative thinking to create resilient, high-performance assets.
As part of TiC Solutions, alongside Acuren, we share a purpose: to shape and strengthen the physical world.
Our work starts with our people. We invest in their growth and never compromise on safety.
We work as one team across disciplines and geographies, bringing diverse perspectives and a shared purpose to complex challenges.
At NV5, we take pride in high-quality work that creates lasting value for our clients.
We challenge the status quo, continuously improve, and turn insight into smarter designs, plans, and solutions.
Join us to contribute your expertise and collaborate with our teams to help shape the infrastructure and systems the world relies on.