Expense Management Specialist

General Description

A local engineering consulting firm is seeking a Staff Accountant to join their team. They have a variety of clients in the education, healthcare, commercial, civic and retail sectors and are excited to have someone join their fast paced and detail-oriented environment. The ideal person for this role will have a strong background in Expenses and Contract Reading.

• Review employee project reimbursable expense reports for accuracy, completeness, proper coding, and appropriate supporting documentation.
• Verify that expenses are in line with project budgets, contract terms, company policies, and client-specific guidelines.
• Review contracts and task orders for fee structures and expense verbiage to ensure correct interpretation and application during billing.
• Maintain organized electronic and physical records of expense backup and project documentation to support monthly invoicing and client audits.
• Support the billing process by assembling detailed, clear, and accurate backup to accompany monthly invoices, including expense summaries, receipts, and project narratives as needed.
• Distribute invoices via various client electronic portals, ensuring timely and successful submission and troubleshooting any upload or format issues.
• Assist with tracking invoice status and coordinating with project managers or clients regarding questions, discrepancies, or resubmissions.
• Assist with end-of-year preparation and procedures, including gathering documentation, supporting schedules, and reconciliations related to reimbursable expenses and general ledger accounts.
• Help prepare and distribute internal reports related to project expenses, reimbursable activity, and billing status to project managers, department heads, and the Finance Director.
• Collaborate with the accounting team on reconciliations and month-end close tasks connected to reimbursable expenses and related general ledger accounts.
• Work with project managers and administrative staff to clarify expense policies, answer questions, and resolve discrepancies in a timely and professional manner.
• Contribute to process improvements around expense submission, review, and billing, offering suggestions to streamline workflows and reduce errors.

• Four-year business degree required, in Accounting, Finance, Business Administration, or a related field.
• Six years of relevant experience required, ideally in a professional services, consulting, engineering, or project-based environment.
• Prior experience working with reimbursable expenses, billing support, and general ledger accounts is strongly preferred.

• Pay: $95,000
• Schedule:
  
  40 hours per week, with optional overtime available
• Health Benefits:
  
  100% of employee premium covered, 50% of spouse premium covered
• 401(k): 3% employer contribution regardless of employee contribution
• Vacation: 17 days per year