Accounts Receivable Specialist

Accounts Receivable Specialist

As an Accounts Receivable Specialist and Project Billing & Contracts Coordinator, you will support the financial and contractual administration of environmental, ecological, permitting, and land use consulting projects. You will be responsible for reviewing contracts and billing requirements, monitoring project budgets, identifying potential change order opportunities, preparing client invoices, coordinating invoice approvals, and ensuring timely and accurate invoice submission. Experience in Business and Accounting. Proficient in Excel. Your work will help maintain strong client relationships, support project profitability, and ensure compliance with contractual obligations.

Core Responsibilities

Core Responsibilities exist to provide clarity and direction. They ensure you understand your essential duties and the expectations of your role.

As a Project Billing & Contracts Coordinator, you will manage the contract review and client invoicing process for environmental consulting projects. You will review contracts and billing requirements, monitor project budgets and billing status, identify potential change order opportunities, prepare draft invoices, coordinate project manager review and approval, and submit finalized invoices to clients. You will maintain accurate billing records, support project financial management efforts, and ensure compliance with contractual obligations and company procedures. You will work closely with project managers, accounting staff, and leadership to support efficient project delivery and financial performance.

Activities

You will perform the following activities regularly to support your Core Responsibilities.

• Review client contracts, task orders, purchase orders, and amendments to determine billing requirements and invoicing schedules
• Maintain accurate records of contract terms, billing provisions, project budgets, and contract ceilings
• Monitor project budgets, labor utilization, expenses, and billing status
• Review project phases for budget overruns prior to invoice preparation
• Notify project managers when project phases exceed budgeted amounts and discuss potential causes
• Identify situations where project scope may have exceeded contractual requirements and recommend review for potential change orders or contract amendments
• Prepare accurate draft invoices and supporting documentation for environmental consulting projects
• Submit draft invoices to project managers for review and approval
• Incorporate revisions and finalize invoices for client submission
• Distribute approved invoices in accordance with client requirements and contractual deadlines
• Maintain organized invoice records, billing documentation, and project financial files
• Assist with responding to client and internal inquiries regarding billing, contract requirements, and invoice status
• Support weekly and monthly project financial reviews and reporting activities
• Collaborate with project managers and accounting staff to improve billing efficiency, accuracy, and contract compliance
• Maintain flexibility to support changing project, client, and organizational needs

Core Values Alignment

Our Core Values are listed below, including examples illustrating how someone in the role acts.

Be Authentic

As a Project Billing & Contracts Coordinator, you embody authenticity by communicating openly and professionally with project managers, accounting staff, clients, and leadership. You build trust through transparency, accuracy, and consistency in your work. You address billing and contract concerns directly and professionally while maintaining positive working relationships and representing the company with integrity.

Take Initiative

As a Project Billing & Contracts Coordinator, you demonstrate initiative by proactively monitoring project budgets, contract limits, and billing schedules. You identify potential issues before they become problems, communicate concerns regarding budget overruns or scope changes, and seek solutions that support project success and financial performance. You take ownership of the invoicing process from contract review through final invoice submission.

Raise the Bar

As a Project Billing & Contracts Coordinator, you are committed to producing accurate, timely, and contractually compliant invoices. You maintain a high level of attention to detail, continuously improve processes, and strive to enhance efficiency and quality in all aspects of project billing and contract administration. You actively seek opportunities to improve workflows and support organizational growth.

Iron Sharpens Iron

As a Project Billing & Contracts Coordinator, you strengthen the team by collaborating effectively with project managers, technical staff, accounting personnel, and leadership. You share knowledge, support team members, and contribute to a culture of accountability and continuous improvement. You value constructive feedback and recognize that strong collaboration leads to better project outcomes.

Finish Strong

As a Project Billing & Contracts Coordinator, you remain committed to seeing projects through every stage of the billing process. You ensure invoices are reviewed, approved, and submitted on schedule while maintaining accuracy and compliance. You follow through on outstanding issues, communicate proactively regarding challenges, and remain focused on achieving successful project and financial outcomes.

Measurables

Understanding how we measure performance for this role is critical to your success. Here are the metrics that align with the Core Responsibilities.

• Prepare and submit all invoices accurately and within established billing deadlines
• Maintain contract compliance and billing accuracy on all assigned projects
• Identify and communicate project budget overruns or potential scope issues before invoice issuance
• Notify project managers of budget concerns, billing discrepancies, or potential change order opportunities within 24 hours of discovery
• Maintain organized, accurate, and up-to-date contract files, invoice records, and supporting documentation
• Achieve less than 2% invoice correction or reissue rate due to billing errors
• Consistently follow company billing procedures, contract administration protocols, and quality control standards
• Support positive project cash flow through timely invoice preparation and submission
• Maintain professionalism, responsiveness, and effective communication with project managers, clients, accounting staff, and leadership
• Demonstrate initiative by identifying opportunities to improve billing processes, contract administration procedures, and operational efficiency
• Successfully support project managers in managing project financial performance, contract compliance, and change order tracking