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Billing Analyst

TOTE Resources LLC -
Jacksonville, FL

Quick Apply

Job Details

Full-time
13 days ago

Qualifications

Federal Acquisition Regulations
E-procurement systems
Customer communication
Customer relationship building
Microsoft Outlook
Contract law compliance support experience
Accounts receivable management
Word embeddings
Client relationship development
Invoice payment processing
Government contract management experience
Customer relationship management
Industry knowledge of financial regulations
Financial data management
Microsoft Teams
Accounting and finance experience
Data-driven problem-solving
Regulatory compliance analysis
Cross-functional collaboration
Financial data analysis tools
Customer service problem-solving
Continuous process improvement (CPI)
Technical Proficiency
Stakeholder relationship building
Collections account management
Procurement regulatory knowledge
Audit support
Excel data analysis

Full Job Description

JOB DESCRIPTION

Summary

TOTE Resources LLC is seeking a detail-oriented and highly analytical Billing Analyst to join our team in Jacksonville, Florida. The Billing Analyst will be responsible for preparing, reviewing, and submitting government contract invoices while ensuring compliance with applicable federal regulations and contractual requirements. This role serves as a key liaison between Operations, Accounting, Purchasing, and government customers to support accurate billing, timely collections, and audit readiness.

Essential Duties and Responsibilities

Prepare, review, and submit invoices in accordance with government contract requirements, including:
- Cost-Plus Contracts
- Firm Fixed-Price Contracts
- Time and Materials (T&M) Contracts
Ensure compliance with Federal Acquisition Regulations (FAR), Defense Contract Audit Agency (DCAA) guidelines, Defense Federal Acquisition Regulation Supplement (DFARS), and other applicable government requirements.
Analyze contract terms, task orders, modifications, and funding documents to ensure accurate invoicing and revenue recognition.
Monitor accounts receivable and collections activities for government customers, ensuring timely resolution of outstanding invoices.
Research, document, and resolve billing discrepancies, invoice rejections, payment delays, and contractual billing issues.
Reconcile financial and billing data between internal accounting systems and government invoicing portals.
Review aging reports and proactively follow up on overdue accounts to achieve collection targets and improve cash flow.
Maintain complete, organized, and audit-ready billing documentation to support internal reviews, customer audits, and DCAA examinations.
Build and maintain effective working relationships with government customers and contracting representatives to promote accurate and timely payment processing.
Collaborate with Accounting, Purchasing, Contracts, and Operations teams to resolve purchase order, funding, and invoicing issues.
Escalate complex billing, collection, or compliance concerns to the Revenue Manager as appropriate.
Prepare ad hoc reports, analyses, and special projects to support management decision-making and process improvement initiatives.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below represent the knowledge, skills, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required Skills and Competencies

Strong verbal and written communication skills
Exceptional customer service and relationship management abilities
Advanced analytical and problem-solving skills
High level of accuracy and attention to detail
Strong organizational and time management skills
Ability to manage multiple priorities and meet deadlines
Effective collaboration across departments and functions
Sound judgment and decision-making capabilities
Ability to adapt in a fast-paced, deadline-driven environment

Technical Skills

Government contract billing and invoicing
Accounts receivable and collections management
Account reconciliations and financial analysis
Audit support and regulatory compliance
Contract funding and invoice validation
Financial reporting and data analysis
Process documentation and continuous improvement
Experience with accounting, ERP, project accounting, and purchasing systems

Working Knowledge Of:

Federal Acquisition Regulations (FAR)
Defense Federal Acquisition Regulation Supplement (DFARS)
Defense Contract Audit Agency (DCAA) requirements

Proficiency With Government Payment and Invoicing Portals, Including:

PIEE (Procurement Integrated Enterprise Environment)
IPP (Invoice Processing Platform)
Delphi

Advanced Microsoft Excel Skills, Including:

Pivot Tables
VLOOKUP/XLOOKUP
Data Analysis
Reporting and Reconciliation Tools

Proficiency With Microsoft 365 Applications, Including:

Outlook
Word
Teams
PowerPoint

Education and Experience

Required

Minimum of 3–5 years of experience in billing, accounts receivable, accounting, or a related financial role.
Direct experience supporting government contract billing and invoice processing.
Experience working with government compliance requirements and contract regulations.

Preferred

Bachelor's degree in Accounting, Finance, Business Administration, or related discipline.
Experience supporting federal government contracts, maritime operations, defense contracting, or similar industries.
Experience with project accounting and contract management systems.

Work Environment

Fast-paced, deadline-driven environment focused on billing cycles, collections, and month-end close activities.
Collaborative, team-oriented culture with frequent interaction across multiple departments.
Primarily office-based environment with normal levels of noise, lighting, and temperature.
Ability to sit for extended periods and work extensively with computer systems and financial applications.

Key Success Factors

Success in this role will be measured by:

Accuracy and timeliness of invoice submission
Compliance with government contract requirements
Reduction in aging accounts receivable balances
Timely resolution of billing discrepancies
Audit readiness and documentation quality
Positive internal and external customer relationships
Continuous process improvement and operational efficiency

Equal Opportunity Employer

TOTE Resources is an Equal Opportunity Employer - Affirmative Action and a VEVRAA Federal Contractor. We are committed to a diverse workforce. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin disability, or status as a protected veteran. TOTE Resources is a drug-free employer and a participant of the E-Verify Employment Verification Program.

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JOB DESCRIPTION

Summary

Essential Duties and Responsibilities

Qualifications

Required Skills and Competencies

Technical Skills

Working Knowledge Of:

Proficiency With Government Payment and Invoicing Portals, Including:

Advanced Microsoft Excel Skills, Including:

Proficiency With Microsoft 365 Applications, Including:

Education and Experience

Required

Preferred

Work Environment

Key Success Factors

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