Invoicing Administrator

This position is a member of the Corporate Finance team and will be responsible for administering the company’s invoice process on a continuous monthly cycle for a designated group of Project Managers. 

• →Administers and coordinates company’s invoice process on a continuous monthly cycle for a designated group of Project Managers.
• →Works with Project Managers to set up billing process for new clients and/or new projects per the contract requirements.
• →Runs and distributes reports from accounting enterprise software system to appropriate Project Managers.
• →Receives invoice requests and processes invoice changes as requested by Project Managers.
• →Creates credit memos and/or void invoices as needed.
• →Accepts invoices as final and distributes invoices to clients per their preferred method- mail, email, upload into client’s system, etc.
• →Coordinates with Project Managers to review and finalize project status reports (PSRs).
• →Utilize project planning metrics to assist with validating monthly revenue recognition, if available.
• →Researches and follows up with aged A/R accounts within the position guidelines and/or per direction from Project Managers, Accountants or Finance Leader.
• →Coordination/collaboration with Project Managers on invoicing, revenue and A/R challenges/issues.
• →Inputs new projects into accounting enterprise software system for billing purposes as needed.
• →Serves as backup for other department positions when needed on miscellaneous job functions.
• →Completes or assists on special projects as assigned.

• Strong mathematical aptitude
• Effective listening, verbal, and written communication skills
• Results focused with strong attention to detail and accuracy
• Ability to multitask and meet deadlines
• Demonstration of good judgment
• Ability to collaborate and work within a team
• Strong organizational skills and the ability to maintain detailed records
• Intermediate level proficiency in MS Office Suite, including MS Excel
• Basic knowledge of generating reports in accounting enterprise software system (Vision)
• Basic knowledge of Project Status Reports (PSRs) and revenue recognition
• Basic knowledge of the Contract Tracking System (CTS)
• Basic knowledge of project planning tool metrics (VPP) for use in revenue review
• Exhibits highly developed: initiative, responsibility, flexibility and leadership
• Ability to perform routine and complex assignments
• Accountability in work performance

High school diploma or equivalent required.

3-5 years of relevant administrative/accounting experience required.  Previous invoicing experience strongly preferred.  Knowledge of an automated financial enterprise system such as Deltek Vision Software is preferred.  Must have intermediate level proficiency in MS Office Suite, including MS Excel.

This position will have little to no travel.  Must be able to travel in-state and out-of-state on occasion, which usually would consist of visiting other company locations, attending seminars or business meetings.  Minimum travel is 0-10% of the time depending on projects. 

An offer is contingent upon successfully passing the pre-employment drug screen. Drug screen will need to complete within 48 hours of being contacted. 

Nearly all positions at Bartlett & West can require employee-owners to operate a motor vehicle on public roads in the course of their duties.  Accordingly, all employees may be required to have acceptable driving records and to provide an authorization to the Company to periodically obtain MVR reports”.      

Bartlett & West partners with businesses and communities to build smarter, stronger, more connected infrastructure. From railroad GIS to industrial parks and city planning, we provide innovative technology and engineering solutions to clients worldwide. With deep industry knowledge and a passion for creative problem solving, we engineer better tomorrows.