Qureos Mentor

telex

<div>Client Billing Coordinator
Position Overview
The Client Billing Coordinator serves as the central hub between field operations, project management, and client accounting. You will own the full invoicing lifecycle from timesheet validation through payment collection, manage client-specific billing requirements across multiple utility Master Service Agreements (MSAs), and maintain the financial systems that support a growing operation. This role requires someone who thrives in a fast-paced, detail-heavy environment and can manage complex, multi-client T&amp;M billing workflows with minimal supervision.
<div>This is not a traditional bookkeeping role. You will work directly with utility clients, manage contract-specific billing rules, resolve payment disputes, and serve as the go-to person for anything financial that keeps our field teams working and our clients paying on time.</div> 

Core Responsibilities
InvoicingAccounts Receivable (50%)<ul><li>
Own the end-to-end invoicing process: export approved timesheets from the time management system, build invoices using client-specific templates, review against MSA/contract terms, obtain required signatures, and submit to clients via appropriate channels.</li><li>
Process weekly invoices for high-volume utility clients and monthly invoices for project-based and smaller-volume accounts on established billing cycles.</li><li>
Manage client-specific billing requirements including unique invoice formats, tiered rate structures (ST/OT/OT2), timesheet documentation rules, test equipment charges, per diem and travel reimbursement policies, and client procurement portal submissions.</li><li>
Maintain the master invoice tracking system with invoice status, PO numbers, amounts, commission calculations, and submission dates.</li><li>
Perform accounts receivable management including payment application, aging analysis (30/60/90 day), and collections follow-up. Escalate delinquent accounts to management.</li><li>
Manage payment discrepancies and disputes including documentation, formal reconciliation and audit submissions, and resolution tracking.</li><li>
Verify that billing rates, labor classifications, and contract terms are accurately reflected on every invoice. Cross-reference rate cards, timesheets, and MSA exhibits to ensure compliance.</li></ul>
Accounts PayableVendor Management (15%)<ul><li>
Create and maintain vendor profiles in the accounting system including W-9 collection, Certificates of Insurance (COI), ACH/EFT banking details, and credit applications.</li><li>
Process vendor credit applications and ensure all vendor documentation remains current.</li><li>
Manage subcontractor rate sheets and verify that sub-billing aligns with negotiated terms.</li><li>
Reconcile payroll imports and coordinate with payroll processing as needed.</li></ul>
ContractPurchase Order Administration (15%)<ul><li>
Receive, log, and monitor Purchase Orders (POs) from clients. Set up new POs in the billing workflow and track remaining balances against authorized amounts.</li><li>
Maintain working knowledge of MSA terms for each client: rate cards, overtime and double-time rules, per diem policies, travel reimbursement, equipment charges, retainage provisions, and net payment terms.</li><li>
Track contract expiration dates, amendment histories, and rate escalation timelines.</li><li>
Coordinate with project managers and operations staff on PO utilization, remaining values, and requests for new or extended purchase orders.</li><li>
Support contract amendments and change orders by verifying rate changes and updating invoice templates accordingly.</li></ul>
Timesheet AdministrationClient Communications (10%)<ul><li>
Participate in weekly timesheet review meetings. Verify accuracy of hours, labor classifications, per diem, travel time, mileage, and work descriptions against client contract rules.</li><li>
Export, format, and submit timesheet documentation to clients per their specific requirements (e.g., signed timesheets, redacted versions, client-view exports excluding internal overhead).</li><li>
Serve as the primary point of contact for client AP departments regarding invoice inquiries, payment status, and supporting documentation requests.</li><li>
Manage the accounts receivable shared mailbox and respond to client billing communications.</li></ul>
Systems, ReportingProcess Improvement (10%)<ul><li>
Maintain organized document management structures for all client accounting files including invoices, MSAs, signed timesheets, POs, and vendor documents.</li><li>
Generate reports as needed: AR aging, revenue by client/project, PO burn-down tracking, and sales commission calculations.</li><li>
Identify opportunities to streamline and automate invoicing workflows. Document standard operating procedures (SOPs) for all recurring processes.</li><li>
Support the evolution from manual spreadsheet-based invoicing toward more automated and scalable billing systems as the company grows.</li></ul>
Required Qualifications<ul><li>
3+ years of experience in accounts receivable, invoicing, or billing operations, preferably in a services or project-based business (construction, utilities, engineering, or field services strongly preferred).</li><li>
Proficiency with accounting or ERP software. Experience with platforms such as Deltek (Costpoint, Vantagepoint, or Vision), Xero, Sage, or QuickBooks required. Familiarity with multiple platforms is a plus.</li><li>
Advanced proficiency in Microsoft Excel/Google Sheets, conditional formatting, data filtering, and formula-driven templates.</li><li>
Experience working with Purchase Orders, Master Service Agreements (MSAs), and rate-based or time-and-materials (T&amp;M) billing.</li><li>
Strong attention to detail with the ability to cross-reference timesheets, rate cards, and contract exhibits to ensure billing accuracy across multiple clients simultaneously.</li><li>
Excellent written and verbal communication skills. You will interact directly with client AP departments, project managers, and executive leadership.</li><li>
Self-motivated and able to work independently in a remote environment with minimal supervision. Must be able to manage competing deadlines across multiple clients and billing cycles.</li><li>
Experience with Microsoft 365 (SharePoint, Outlook, Teams, OneDrive) for document management and collaboration.</li></ul>
Preferred Qualifications<ul><li>
Experience in the electric utility, power generation, or energy services industry.</li><li>
Familiarity with client procurement portals (Coupa, Ariba, Oracle iSupplier, or similar) for PO management and electronic invoice submission.</li><li>
Experience with database-driven time and labor management systems and the ability to export, filter, and manipulate large datasets for invoicing purposes.</li><li>
Knowledge of workflow automation tools (Power Automate, Zapier, or similar) to streamline repetitive billing, reporting, and document routing tasks.</li><li>
Experience managing billing for T&amp;M contracts with multiple labor classifications, overtime tiers (1.5x/2.0x), per diem structures, and travel reimbursement rules.</li><li>
Familiarity with PDF editing and document preparation tools (redaction, digital signatures, batch processing).</li><li>
Understanding of sales commission calculations and revenue recognition.</li><li>
Experience with collections processes and formal payment dispute resolution.</li><li>
Associate's or Bachelor's degree in Accounting, Finance, Business Administration, or related field (or equivalent work experience).</li></ul>
ToolsSystems You Will Use<div><div>
Category 
Examples 
Frequency</div><div> 
TimeLabor System 
Proprietary time management database (web-based) 
Daily</div><div> 
Spreadsheet / Templates 
Microsoft Excel (.xlsx/.xlsm), macro-enabled invoice templates 
Daily</div><div> 
Accounting Platform 
Xero (or similar: Deltek, Sage, QuickBooks) 
Weekly</div><div> 
Document Management 
SharePoint, OneDrive 
Daily</div><div> 
EmailCommunication 
Microsoft Outlook, Teams 
Daily</div><div> 
Client Procurement Portals 
Coupa, Ariba, or client-specific portals 
As needed per client</div><div> 
PDF / Document Prep 
Adobe Acrobat or equivalent (redaction, signing, combining) 
Weekly</div></div></div>

Client Billing Coordinator

Join telex and explore 1   exciting career opportunities. They're hiring for various roles with options for remote or on-site work. Apply today and become part of their innovative team.

telex

About Company

Client Billing Coordinator