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&M billing workflows with minimal supervision.

 

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.

 

Core Responsibilities

Invoicing & Accounts Receivable (50%)

• 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.
• Process weekly invoices for high-volume utility clients and monthly invoices for project-based and smaller-volume accounts on established billing cycles.
• 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.
• Maintain the master invoice tracking system with invoice status, PO numbers, amounts, commission calculations, and submission dates.
• Perform accounts receivable management including payment application, aging analysis (30/60/90 day), and collections follow-up. Escalate delinquent accounts to management.
• Manage payment discrepancies and disputes including documentation, formal reconciliation and audit submissions, and resolution tracking.
• 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.

Accounts Payable & Vendor Management (15%)

• Create and maintain vendor profiles in the accounting system including W-9 collection, Certificates of Insurance (COI), ACH/EFT banking details, and credit applications.
• Process vendor credit applications and ensure all vendor documentation remains current.
• Manage subcontractor rate sheets and verify that sub-billing aligns with negotiated terms.
• Reconcile payroll imports and coordinate with payroll processing as needed.

Contract & Purchase Order Administration (15%)

• Receive, log, and monitor Purchase Orders (POs) from clients. Set up new POs in the billing workflow and track remaining balances against authorized amounts.
• 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.
• Track contract expiration dates, amendment histories, and rate escalation timelines.
• Coordinate with project managers and operations staff on PO utilization, remaining values, and requests for new or extended purchase orders.
• Support contract amendments and change orders by verifying rate changes and updating invoice templates accordingly.

Timesheet Administration & Client Communications (10%)

• Participate in weekly timesheet review meetings. Verify accuracy of hours, labor classifications, per diem, travel time, mileage, and work descriptions against client contract rules.
• Export, format, and submit timesheet documentation to clients per their specific requirements (e.g., signed timesheets, redacted versions, client-view exports excluding internal overhead).
• Serve as the primary point of contact for client AP departments regarding invoice inquiries, payment status, and supporting documentation requests.
• Manage the accounts receivable shared mailbox and respond to client billing communications.

Systems, Reporting & Process Improvement (10%)

• Maintain organized document management structures for all client accounting files including invoices, MSAs, signed timesheets, POs, and vendor documents.
• Generate reports as needed: AR aging, revenue by client/project, PO burn-down tracking, and sales commission calculations.
• Identify opportunities to streamline and automate invoicing workflows. Document standard operating procedures (SOPs) for all recurring processes.
• Support the evolution from manual spreadsheet-based invoicing toward more automated and scalable billing systems as the company grows.

Required Qualifications

• 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).
• 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.
• Advanced proficiency in Microsoft Excel/Google Sheets, conditional formatting, data filtering, and formula-driven templates.
• Experience working with Purchase Orders, Master Service Agreements (MSAs), and rate-based or time-and-materials (T&M) billing.
• Strong attention to detail with the ability to cross-reference timesheets, rate cards, and contract exhibits to ensure billing accuracy across multiple clients simultaneously.
• Excellent written and verbal communication skills. You will interact directly with client AP departments, project managers, and executive leadership.
• 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.
• Experience with Microsoft 365 (SharePoint, Outlook, Teams, OneDrive) for document management and collaboration.

Preferred Qualifications

• Experience in the electric utility, power generation, or energy services industry.
• Familiarity with client procurement portals (Coupa, Ariba, Oracle iSupplier, or similar) for PO management and electronic invoice submission.
• Experience with database-driven time and labor management systems and the ability to export, filter, and manipulate large datasets for invoicing purposes.
• Knowledge of workflow automation tools (Power Automate, Zapier, or similar) to streamline repetitive billing, reporting, and document routing tasks.
• Experience managing billing for T&M contracts with multiple labor classifications, overtime tiers (1.5x/2.0x), per diem structures, and travel reimbursement rules.
• Familiarity with PDF editing and document preparation tools (redaction, digital signatures, batch processing).
• Understanding of sales commission calculations and revenue recognition.
• Experience with collections processes and formal payment dispute resolution.
• Associate's or Bachelor's degree in Accounting, Finance, Business Administration, or related field (or equivalent work experience).

 

Tools & Systems You Will Use

Category	Examples	Frequency
Time & Labor System	Proprietary time management database (web-based)	Daily
Spreadsheet / Templates	Microsoft Excel (.xlsx/.xlsm), macro-enabled invoice templates	Daily
Accounting Platform	Xero (or similar: Deltek, Sage, QuickBooks)	Weekly
Document Management	SharePoint, OneDrive	Daily
Email & Communication	Microsoft Outlook, Teams	Daily
Client Procurement Portals	Coupa, Ariba, or client-specific portals	As needed per client
PDF / Document Prep	Adobe Acrobat or equivalent (redaction, signing, combining)	Weekly