Professional Services Billing Associate

Billing Specialist

Under the general direction of the Controller, perform the firm's billing duties, including processing invoices for assigned teams; preparing client required documents; coordinating with assigned managers to monitor status of receivables including posting of corrections, credit memos and write-offs; creating and maintaining projects including project billing terms and budgets; creating and maintaining billing tables; running standard reports; maintaining and organizing files and timekeeping. This position is based in AVCON's Orlando, Florida office.

Essential Functions :

• Prepare bills and invoices to clients in accordance with contract specifications and / or criteria; record invoices in accounting systems.
• Maintain billing logs, project completion percentages, amounts billed-to-date, and other billing data ensuring amount billed does not exceed established contract, phase, or task.
• Track and process incoming payments in compliance with financial policies and procedures; take deposits to bank.
• Create client / contract billing terms and templates according to contract specifications in accounting software and / or other applicable forms required by the client; maintain project-related records including contracts and change orders.
• Review and post supplier / sub-consultant invoices and employee / sub-consultant timesheets for work related to a project.
• Investigate project variances and submit variance reports to management.
• Report project profitability; track and report on remaining funding available for projects.
• Perform day-to-day financial transactions including verifying, classifying, computing, posting, and recording accounts receivable data.
• Verify invoice discrepancies and resolve client billing issues.
• Coordinate payment of sub-consultant invoices according to contract specifications; assist with recording of sub-consultant invoices.
• Monitor accounts receivable aging report and coordinate collection of past due accounts.
• Track, modify, and post employee timesheets for timely project billing; identify timesheet classification issues and verify validity of timesheet data.
• Prepare and modify client and sub-consultant contracts; coordinate execution, routing, filing, and tracking of those contracts.
• Close project accounts upon project completion.
• Provide back-up duties for other administrative personnel including front office as needed.
• Nights and weekends are generally not required but may occasionally be necessary with little or no advanced notice.

Essential Qualifications :

Required Knowledge, Ability, and Skills :

Licensure :

Supervisory Responsibilities :

There are no supervisory responsibilities associated with this position.

Environment :

Work usually takes place in a clean, pleasant, and comfortable office setting.

Physical Requirements :

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit for long periods of time. The employee is occasionally required to stand; walk; use hands to finger, handle or feel; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must frequently lift and / or move up to ten (10) pounds and occasionally lift and / or move up to 40 pounds. Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus.

Tool / Personal Protective Equipment Requirements :

Not applicable.

Disclaimer :

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required for this job. Management reserves the right to make adjustments and / or assign or reassign any portion of this job description at any time with or without notice.

Equal Employment Opportunity Employer :

AVCON, INC. provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, AVCON complies with applicable state and local laws governing nondiscrimination in employment at every location in which the company has facilities. This policy applies to all terms and conditions of employment including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

AVCON expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of AVCON's employees to perform their job duties may result in discipline up to and including discharge.