Billing Supervisor

Overall Responsibility: The Billing Supervisor is responsible for ensuring accuracy, efficiency, and compliance in the billing process, encompassing project account setup, timely invoicing, and thorough accounts receivable management. This role collaborates closely with Project Managers, leadership, and the billing team to oversee high-volume invoice generation, prepare monthly billing reports, and manage collections. Additionally, the Billing Supervisor supports process improvements, supervises Billing Accountants, and conducts quality control to uphold financial accuracy and support organizational goals.

Essential Functions: 

• Supervise and provide guidance to Billing Accountants, offering support in handling complex billing transactions or escalated issues.
• Review and verify Project Information Forms (PIFs) to ensure accurate project setup, including project details, contract terms, billing requirements, and budget allocations, aligning with client agreements for efficient invoicing and compliance.
• Collaborate with Project Managers and the billing team to document special instructions, and confirm system entries, supporting accurate and timely billing processes.
• Prepare and analyze the monthly billing report, collaborating with Project Managers, leadership, and the billing team to review project financials, address billing issues, and ensure alignment with organizational goals and client expectations.
• Oversee the generation of a high volume of accurate invoice transactions, ensuring compliance with contract requirements and company policies.
• Ensure the integrity and accuracy of accounts receivable, including timely billing, collections, and maintenance of the accounts receivable subsidiary ledger.
• Assist with collections efforts by analyzing aging reports, communicating with clients on outstanding payments, and working with internal teams to address receivables issues.
• Support the billing team in handling special projects to improve billing processes, streamline operations, and ensure efficient financial practices.
• Perform quality control checks on invoices and accounts receivable entries to maintain accurate records and facilitate timely audits.

Needed Skills:

• Expertise in managing high-volume invoicing, collections, and accounts receivable processes.
• Experience with accounting software like Deltek Vision or similar ERP systems for project setup and billing.
• Ability to prepare and analyze monthly billing reports, aging reports, and financial data.
• Understanding of contract terms, billing compliance, and adherence to company policies.
• Strong attention to detail for ensuring accurate billing, project setup, and financial records.
• Ability to identify, address, and resolve billing discrepancies and client inquiries effectively.
• Experience working with cross-functional teams (e.g., Project Managers, leadership, billing team) to ensure smooth billing operations.
• Ability to guide and support Billing Accountants, ensuring effective performance and professional development.
• Capability to manage multiple tasks, meet deadlines, and prioritize high-priority billing tasks.
• Strong verbal and written communication skills to interact with clients, internal teams, and leadership clearly and professionally.

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Education/Experience Minimum:

• Bachelor’s degree in accounting, Finance, Business Administration, or a related field.
• At least 5-7 years of experience in billing, project accounting, or a similar role, preferably in a professional services or project-based environment.
• Previous experience managing or mentoring a team is highly preferred.
• In possession of appropriate documentation to legally gain and maintain employment in the US.
• Ability to create and maintain productive relationships with employees, clients, and vendors