[Hiring] Billing Specialist @IA

Role Description

Our Finance team is seeking a Billing Specialist to support studios and project teams across IA. You’ll coordinate client invoicing, process consultant and vendor transactions, and maintain accurate project financial records. Working with Project Accountants and project teams, you’ll help resolve billing questions, keep transactions moving, and support consistent financial processes throughout the project lifecycle.

• Prepare, review, and distribute client invoices accurately and on schedule, confirming alignment with contract terms, billing requirements, and IA’s policies.
• Coordinate with Project Accountants and project teams to obtain billing approvals, supporting documentation, and information needed to finalize invoices.
• Process approved billing adjustments, expense reclassifications, and time transfers, maintaining accurate records and supporting documentation.
• Review unbilled time and expenses, research outstanding items, and coordinate resolution with the appropriate team members.
• Assist with new project setup, including billing information and organized project financial folders.
• Review and code consultant and vendor invoices and employee expense reports, verify required approvals, and process transactions and payments within established procedures.
• Record client receipts, reconcile assigned balances, and investigate discrepancies in coordination with Finance colleagues.
• Monitor outstanding receivables and coordinate follow-up on overdue invoices with Project Accountants and project leadership.
• Research billing and payment questions, communicate findings clearly, and help resolve discrepancies with internal teams and external contacts.
• Request and track certificates of insurance through the designated process, coordinating project requirements and documentation.
• Maintain accurate financial system entries, transaction records, and supporting files.
• Support Project Accountants with additional accounting tasks and project time and expense activity as needed.

Qualifications

• A bachelor’s degree in accounting, finance, or a related field, or equivalent professional experience.
• 3 or more years of relevant experience in billing, accounting operations, or financial administration.
• Billing experience within architecture, engineering, or construction (AEC) is strongly preferred, particularly in a project-based professional services environment.
• Experience with accounts receivable and accounts payable processes, including invoicing, payment processing, and reconciliations.
• Working knowledge of basic project accounting practices and how contract terms inform billing.
• Experience in architecture, engineering, construction, or another professional services environment is preferred.
• Intermediate proficiency in Microsoft Office, particularly Excel, and confidence working with financial systems and transaction data.
• Experience with Deltek Vantagepoint is preferred.
• Strong numerical accuracy and attention to detail when reviewing invoices, coding expenses, and maintaining records.
• The ability to organize competing priorities, meet billing deadlines, and follow through on outstanding information.
• Research and problem-solving skills to identify discrepancies, trace transactions, and coordinate practical resolutions.
• Clear verbal and written communication skills and a professional, helpful approach to working with colleagues, clients, consultants, and vendors.
• The ability to learn new systems and processes, handle financial information with discretion, and collaborate across teams.