Job Overview
We are seeking a highly organized, detail-oriented Accounting & Billing Coordinator to support the financial operations of our environmental consulting and construction compliance firm. This role focuses on invoicing, collections, daily reconciliations, purchasing accounting, contract-rate tracking, and QuickBooks Online Advanced workflow automation.
Key Duties & Responsibilities
Invoicing & Collections
- Prepare and issue weekly invoices based on the invoice log.
- Prepare and issue monthly client invoices, ensuring accuracy and timely delivery.
- Track and follow up on outstanding invoices, past-due balances, and required documentation.
- Communicate with clients regarding billing discrepancies, release forms, and collection status.
- Send and track Stop Notices and conditional/unconditional releases when required.
- Support improvements to invoicing workflow and automation within QuickBooks Online Advanced.
Reconciliation & Financial Tracking
- Perform daily reconciliations of transactions, accounts, and project expenses.
- Assist with light journal entries as needed.
- Maintain and update the Chart of Accounts for accurate cost categorization and tax-benefit optimization.
- Prepare financial tracking reports for management, including outstanding balances, subconsultant costs, and purchasing activity.
Purchasing, Contracts & Subconsultant Accounting
- Track and record:
- Subconsultant invoices
- Contract rates
- Purchase orders
- Payment terms
- Verify that subconsultant invoices align with agreed-upon rates and contract terms.
- Prepare credit card payment requests, ensure proper coding, and maintain documentation.
- Track purchasing activity and reconcile all purchases within the accounting system.
- Maintain accurate documentation for contracts, releases, COIs, and purchasing compliance.
Process Improvements & Automation
- Research, test, and recommend automation tools within:
- QuickBooks Online Advanced
- Internal company apps/workflows
- Improve billing, reconciliation, and release-generation processes.
- Support development of accounting-related workflow enhancements.
Compliance & Record Maintenance
- Ensure accurate documentation to support compliance with:
- Construction industry release requirements
- Subconsultant administrative fees
- Rate adjustments
- Prepare and compile year-end totals for 1099 subcontractor reporting (final preparation handled by others).
- Maintain strict confidentiality regarding financial and operational information.
Client Communication
- Follow up with clients regarding:
- Open invoices
- Required release forms
- Stop Notices
- Payment scheduling
- Assist with resolving billing questions professionally and promptly.
Support Duties (Accounting-Related Only)
- Review bid logs for accounting accuracy.
- Prepare rate increase schedules or accounting inputs needed during bid preparation.
- Support office administration only for accounting-related tasks.
- Provide management with workload updates and notify them of potential issues impacting financial accuracy.
Qualifications
Required
- 2+ years of experience in billing, accounting support, AP/AR coordination, or construction-related accounting.
- Strong experience with QuickBooks Online (QBO).
- Ability to manage invoicing cycles, collections, and financial tracking.
- Strong understanding of double-entry basics (debits, credits, light journal entries).
- Experience with reconciliations, payment coding, and financial recordkeeping.
- Excellent communication skills, especially regarding collections and client billing follow-up.
- Strong attention to detail and ability to manage multiple tasks simultaneously.
- Ability to work with confidential information.
Preferred
- QuickBooks Online Certification
- Experience in:
- Construction accounting
- Environmental consulting
- Project-based billing
- Subconsultant and PO tracking
- Familiarity with conditional/unconditional releases and Stop Notices.
- Experience implementing accounting automations or process improvements.
Job Types: Full-time, Part-time
Pay: $26.09 - $31.42 per hour
Expected hours: 32 – 40 per week
Application Question(s):
- Complete the skills assessment using the link below:
https://forms.gle/tfByxXqGXrJiTwWZA
Applications without a completed assessment will not be considered.
Work Location: In person
