Overview:
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 (may include but are not limited to):

• 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

• Associates Degree in Accounting.
• Two (2) plus years’ experience in Accounts Receivable role.
• Experience with project job cost accounting in a professional services environment, preferred.
• Deltek Vision or Deltek Vantagepoint software experience, preferred.
• Proficiency in MS Outlook, MS Excel, and MS Word.

REQUIRED KNOWLEDGE, ABILITY, AND SKILLS

• Solid understanding of basic accounting principles, fair credit practices, and collection regulations.
• Proven ability to calculate, post, and manage accounting figures and financial records.
• Proficient math skills.
• Ability to work cooperatively and collaboratively with all levels of employees, management, and clients.
• Ability to organize work, set priorities, meet critical deadlines, and follow up on assignments with minimal supervision.
• Ability to maintain confidentiality and protect privileged client information and documents appropriately.
• Ability to work calmly and effectively in a high-volume office environment under pressure of heavy deadlines.
• Knowledge of correct English usage including spelling, grammar, punctuation, and vocabulary.
• Ability to act and operate independently with minimal daily direction from manager to accomplish objectives.

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.

SUPERVISORY RESPONSIBILITIES

There are no supervisory responsibilities associated with this position.

ESSENTIAL FUNCTIONS (may include but are not limited to):

• 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