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GeoTek · 23 hours ago

Billing & Collections Admin

Las Vegas, NV

Full-time

Onsite

Mid Level

$19.99/hr - $21.99/hr

4+ years exp

GeoTek is a full-service consulting engineering firm specializing in geotechnical engineering and environmental consulting. The role involves providing administrative support to project managers, managing project billing, invoicing, and payment processing, while ensuring compliance with contractual terms and client requirements.

Consulting

Responsibilities

Utilize a variety of accounting systems and software applications to track and update all phases of multiple projects, including work orders, labor hours, proposal numbers, invoices, laboratory data, and related project documentation

Coordinate and execute accurate, timely monthly billing for multiple project managers, ensuring compliance with contractual terms and client-specific requirements

Create and maintain comprehensive project files and financial documentation in accordance with established company policies, procedures, and audit standards

Process client payments by recording, depositing, and accurately applying funds to corresponding invoices within accounting systems

Serve as a point of contact for clients on billing-related matters, ensuring responsive, professional communication to resolve inquiries and support client satisfaction

Maintain regular communication with project managers and the accounting supervisor to ensure consistency, alignment, and timely completion of billing activities

Initiate and follow through on collection efforts, including contacting clients with overdue balances and documenting all collection activities in accordance with company protocols

Provide clients with up-to-date information on insurance certificates, business licenses, and other administrative documentation as needed to support project and contractual requirements

Assist with the assembly and distribution of final project reports, including formatting, data entry, binding, and ensuring timely delivery in line with client deadlines

Apply basic accounting principles and perform detailed data entry with a high level of accuracy to support billing integrity and financial reporting

Support project managers by reviewing labor and expense entries for accuracy and compliance with contract terms prior to billing

Monitor contract limits, budgets, and subconsultant invoices to ensure accurate and timely billing and prevent overages

Coordinate with technical staff and project managers to resolve billing discrepancies or clarify project billing structures

Maintain and update client billing guidelines and contract-specific invoicing procedures in coordination with the contracts or legal department

Identify opportunities to streamline billing workflows and propose improvements to current systems and processes

Perform quality control checks on billing packages before submission to clients, ensuring adherence to client and contract requirements

Support compliance with prevailing wage, certified payroll, and other regulatory billing requirements for public or infrastructure projects, as applicable

Perform other duties as assigned by management

Qualification

Project-based accounting systemsMicrosoft Office SuiteBasic accounting principlesData entry accuracyEffective communication

Required

Bachelor's degree in Business Administration, Accounting, Finance, or a related field; or A minimum of 4 years of experience in an accounting, billing, or finance (engineering industry experience preferred)

Experience working with project-based accounting systems such as Delek, Ajera, QuickBooks, or other ERP/accounting software used in consulting environments is highly desirable

Strong attention to detail with accurate data entry and proofreading skills

Proficient in using standard office equipment and business software applications

Intermediate to advanced proficiency in Microsoft Office Suite, including Word, Excel, and Outlook; familiarity with PDF editing tools such as Nitro or Adobe Acrobat

Basic understanding of accounting principles and strong mathematical skills

Effective verbal and written communication skills, with the ability to follow instructions and communicate clearly with team members and clients

Demonstrated ability to manage multiple priorities, work independently, and maintain organization in a fast-paced environment

Proven ability to handle sensitive and confidential information with discretion and professionalism