Billing Specialist/Project Accountant

We are currently seeking a full-time BILLING SPECIALIST/PROJECT ACCOUNTANT in our PLEASANTON, CA headquarters. Our accounting team is collaborative and fast-paced, serving a large group of individuals in multiple locations. Each member of our accounting team understands the importance of their role in maintaining a successful, growing and profitable firm.

This position is fully responsible for the monthly Client billing process to produce accurate and timely billing for projects, serving as a primary contact to address and resolve project billing issues, and ensuring compliance with the Client’s and DAHLIN’s billing standards and policy. The Billing Specialist is expected to develop and maintain strong relationships with project administrators, managers, consultants, and principals. Standard days and hours of work are Monday through Friday, 8:00 a.m. to 5 p.m. This position is required to be onsite at assigned office a minimum of two days per week and as required for office/team/employee meetings.

Interested? If so, please read through this entire posting and follow instructions to apply. Please note – your attention to this is an important part of how we evaluate our candidates. Background checks are conducted on all final candidates for this position in accordance with applicable federal and state law, and may include obtaining a Consumer Credit Report from a Consumer Reporting Agency.

ESSENTIAL RESPONSIBILITIES:

• Responsible for project billing set-up in Deltek Ajera (our project management and accounting software)
• Assist the Project Manager and Administrative Team when changes are needed to project set-up
• Prepare monthly draft invoices, with all applicable billing backup (consultant invoices, reimbursable expenses, client billing sheets) for distribution to project managers.
• Prepare and submit electronic and hard-copy final invoices
• Request and process forms such as Certificate of Insurance requests, lien releases/waivers and other billing documentation requirements
• Create spreadsheets, billing reconciliation and summary to meet all Client and Project Manager’s billing needs
• Research and resolve any unbilled project WIP, billing discrepancies or issues, clients billing questions, or direct them to Project Management when appropriate
• Maintain billing folders for all projects, with all the appropriate documents, including expenses, consultant invoices, and monthly invoices, in accordance with Company procedures.
• Prepare and provide Client monthly statements
• Follow up of Client outstanding invoices, documentation in Ajera of collection efforts
• Participate in Monthly Accounts Receivable Review/Cash Projection meeting Assist Project Management Teams with billing questions, documents, client requirements
• Record Client receipts in Ajera, scan payments for remote deposit capture, and update Cash Flow Projection spreadsheet
• Performing various other accounting and administrative duties as required

EXPERIENCE, EDUCATION AND BACKGROUND:

• Three or more years of project billing experience, preferably within the A/E industry.
• General knowledge of project cost accounting and Work-in-Process
• Self-starter with strong organization, problem solving and collaboration skills
• Dedicated to excellence, accuracy, efficiency and attention to detail.
• Exceptional organization and planning skills to meet deadlines
• Excellent writing and communication skills
• Strong computer skills (MS Word, Excel, Outlook).
• Delte