AIA Billing Manager​/Coordinator

As a highly analytical and procedural professional, the Billing Manager/Coordinator takes pride in owning the day-to-day Accounts Payable and Accounts Receivable functions of the company, preparing & auditing all financial transactions to ensure the accuracy of the company’s financial outcomes.

• Pay Applications:
  Supports the VP of Finance with the preparation and submission of thorough & accurate Client Applications for Payment files on all contracted projects. Ensures that all pay applications are submitted according to monthly deadlines. Performs monthly audits to ensure all applications are captured and submitted timely.
• Accounts Receivables:
• Performs weekly audits of all A/R invoice entries and follows up with clients by phone and email with a sense of urgency on invoices which are past-due by 31(+) days to ensure that all payments are received as timely as possible. Makes positive traction and maintains thorough recordkeeping.
• Provides weekly A/R forecast to Executive Team for payments anticipated to be received.
• Timely and accurately records daily payments received via ACH and weekly check deposits. Reconciles all deposits at month-end to ensure that Financial System matches Banking System for the correct date that each payment posted to bank account.
• Financial System Data Entry: owns the process of accurately keying all A/P & A/R points of data entry in Financial System (Quick Books). Takes pride in checking work to ensure all dates, service categories and dollar amounts are keyed with accuracy.
• Change Order and Time & Material Billing Files:
  Owns the process of preparing thorough and accurate

monthly Change Order and Time & Material Billing files to ensure accurate capture of non-contract work completed within each calendar month. With the support of the VP of Finance, follows through with urgency to secure timely execution of contract supplements for the company to in turn bill timely for each.

• Effectively Manages the Company Client Invoicing Process to include:
• Daily updating of Monthly Client Billing file to accurately capture all work performed.
• Timely performs all client invoicing according to monthly billing deadlines with no invoices billedany later than the 5th calendar day following the close of the month.
• Performs Monthly Audit of all T&M work Scheduled (PM Schedule File) against Change Order
• Files received to ensure that all T&M work is properly identified and billed to the client.
• Performs thorough Month-End audit of all Invoices billed to ensure that all Revenue has been accurately identified and billed. Maintains recordkeeping of completed audit work.
• By the 5th of the Month, turns over Monthly Billing File in a timely, thorough & accurate manner.
• Effectively Manages the Company Billing (A/P) Process to include:
• Accurate receipt, audit and data entry of all L4 vendor invoice payments (Subcontractors, etc).
• Timely audits, identifies corrections, keys bill records, cuts hard checks or processes online payments and maintains effective records retention of each.
• Tracks & releases each payment in accordance with individual vendor billing requirements (i.e. NET 30, NET 60, On Receipt). Prioritizes the release of payments by Credit Card first, when acceptable, before releasing payment via check.
• Places careful emphasis on processing of State and County-Issued fines and violations (i.e. tolls, tickets) to ensure timely processing.
• Effectively Manages the Company Billing Inbox to include:
• Monitors Inbox frequently throughout the workday to ensure timely responses to clients.
• Works to prioritize responses to clients on same business day.
• Properly flags emails unable to address same-day and prioritizes responses to clients on the next business day.
• Takes immediate action on requests for Notarized Release of Payments (ROLs) to avoid delays with receipt of payments.
• Maintains a productive system of organization for all notices/emails received.
• Recordkeeping – Maintains well-organized system on Microsoft One Drive, for:
• A/R:
  Client Invoices, Applications for Payment, ROLs, Change Order billing files, Time & Material billing files.
• A/P:
  Invoices paid by Check and/or Credit Card, Customer Statements, Check…