Accounting Coordinator (Biller)

Accounting Coordinator (Biller)

Position Summary

The Accounting Coordinator is responsible for supporting the firm's project accounting and billing functions by coordinating client invoicing, project setup, revenue and billing reviews, reporting, collections support, and contract administration. This role partners closely with Project Managers, clients, and the Accounting team to ensure accurate project setup, timely billing, compliance with contract requirements, and effective management of accounts receivable and unbilled balances.

Key Responsibilities

Project Setup and Contract Administration

• Establish new projects and clients within Deltek Vantagepoint based on contract requirements and project authorization documents.
• Review contract terms to ensure project, billing, labor, and invoicing parameters are accurately reflected in the accounting system.
• Maintain project and contract files, including supporting documentation and project closeout records.
• Update accounting records for project modifications and project closeouts.

Billing and Revenue Management

• Configure billing setups and prepare client invoices in accordance with contract terms and client requirements.
• Coordinate the billing process for assigned projects with Project Managers and clients.
• Prepare billing support schedules and documentation required by clients.
• Verify labor, direct costs, unit costs, and subconsultant expenses are billed in accordance with contractual requirements.
• Review project performance and revenue activity to ensure accurate revenue recognition and invoicing.
• Monitor contract limits, funding constraints, and project billing status.
• Identify and communicate project overrun concerns, including DBE participation compliance when applicable.

Project Accounting and Reporting

• Prepare and distribute project accounting reports and monthly project summaries to Project Managers.
• Review unbilled balances and assist in resolving billing-related issues.
• Analyze project financial information and investigate significant revenue or billing fluctuations.
• Assist Project Managers with project accounting questions, billing inquiries, and accounts receivable matters.
• Support period-end close activities, reporting, reconciliations, and financial analysis.

Accounts Receivable and Collections Support

• Partner with Project Managers and clients to resolve billing disputes and collection issues.
• Assist with accounts receivable monitoring, aging reviews, and collection follow-up efforts.
• Support analysis of outstanding receivables and unbilled project balances.

Compliance and Audit Support

• Review employee timesheets for compliance with company policies and project requirements.
• Prepare schedules and supporting documentation for financial, project, governmental, and FAR audits.
• Assist with year-end accounting procedures and audit requests.
• Maintain accurate records in accordance with company policies and client requirements.

General Support

• Respond to billing, project accounting, and subcontractor payment inquiries from Project Managers and clients.
• Manage multiple projects and deadlines while maintaining a high level of accuracy.
• Assist with special projects and other accounting responsibilities as assigned.

Qualifications

Education and Experience

• Bachelor's degree in Accounting, Finance, or related field preferred; or High school degree with relevant project accounting and billing experience in the AEC industry.
• Minimum of five years of project accounting, billing, or accounting experience.
• Experience within the Architecture, Engineering, Construction (AEC) or professional services industry preferred.
• Experience working with state DOT agencies, transportation clients, railroads, or public-sector contracts preferred.

Technical Skills

• Advanced proficiency with Deltek Vantagepoint (or similar project-based accounting software like Deltek Vision or BST).
• Intermediate to advanced proficiency in Microsoft Excel.
• Working knowledge of Microsoft Word and Outlook.

Professional Competencies

• Strong analytical, problem-solving, and critical-thinking skills.
• Excellent verbal and written communication skills.
• Ability to interpret contract terms and billing requirements.
• Strong organizational skills with the ability to manage multiple priorities and meet deadlines.
• Ability to work independently while collaborating effectively with Project Managers, clients, and internal stakeholders.
• Demonstrated attention to detail and commitment to accuracy.
• Ability to maintain confidentiality and adapt to changing business needs.