Billing Specialist

We are growing quickly and looking for an exceptional Billing Specialist to join our Finance & Operations team.

This role is critical to supporting accurate billing, timely invoicing, and reliable project financial data across Keystone’s active engagements. The Billing Specialist will work closely with the Senior Billing Specialist, Finance, Operations, project leads, and partners to support work-in-process management, revenue tracking, invoice preparation, and billing documentation as Keystone continues its next chapter of growth.

The Billing Specialist is a key member of the Finance & Operations team and supports the day-to-day execution of Keystone’s billing and project finance processes. This role will assist with work-in-process management, project financial tracking, revenue estimation support, invoice preparation, and billing record maintenance.

The Billing Specialist will work closely with the Sr. Billing Specialist and project teams to ensure time entry, billing data, invoice documentation, and project financial records are accurate and up to date. This role is well suited for someone who is detail-oriented, highly organized, comfortable working with financial information, and motivated to build a career in billing, revenue operations, or project finance within a professional services environment.

• Support monthly work-in-process (WIP) review and tracking across active projects
• Monitor staff time entry compliance and follow up on missing or incomplete time entries
• Assist with reviewing WIP balances to ensure project billing data is accurate and current
• Support updates to project financial trackers, including revenue estimates, staffing updates, and delivery timelines
• Flag potential billing delays, data inconsistencies, or missing project information to the Sr. Billing Specialist or Finance leadership
• Maintain accurate project billing records and supporting documentation

• Assist with monthly revenue estimation processes across active engagements
• Support the review of actual versus forecast by gathering and organizing relevant project data
• Help ensure revenue estimates align with project terms, billing structures, and project milestones
• Provide timely and accurate project financial information to support monthly close activities
• Maintain organized records of forecast updates, billing assumptions, and project-level financial changes

• Prepare draft pro forma invoices in accordance with project terms and client requirements
• Support project leads and partners during invoice review and approval processes
• Ensure invoices accurately reflect approved pricing, scope of work, time entries, expenses, and billing terms
• Manage invoice documentation, approvals, delivery tracking, and recordkeeping
• Track invoice delivery and support confirmation of client receipt
• Monitor accounts receivable status and assist with follow-ups on outstanding invoices
• Maintain accurate and well-documented billing files across active and closed projects

• Support consistent billing workflows across project setup, WIP review, invoice preparation, and billing documentation
• Identify missing information, process gaps, or data inconsistencies and escalate as appropriate
• Partner with Finance and Operations team members to improve billing accuracy and timeliness
• Help maintain clean and organized billing records to support reporting, audit readiness, and internal review
• Contribute to a collaborative, service-oriented Finance & Operations team environment

• 2+ years of billing, accounting, revenue operations, project finance, or related experience
• Experience working in a professional services environment, such as consulting, law, accounting, or a similar client-service business preferred
• Strong attention to detail and comfort working with financial data
• Familiarity with project-based billing, time entry, invoicing, accounts receivable, or revenue tracking processes
• Proficiency in Microsoft Excel for tracking, reconciliations, and reporting
• Ability to manage multiple deadlines and maintain accurate records in a fast-paced environment
• Strong written and verbal communication skills
• Ability to work collaboratively with Finance, Operations, project leads, and senior stakeholders  

• Experience supporting WIP management, client billing, or project financial tracking
• Experience preparing pro-forma invoices or supporting invoice review processes
• Exposure to revenue forecasting, project budgets, or monthly close support
• Experience within management consulting, legal services, accounting, or another professional services billing environment
• Bachelor’s degree in Accounting, Finance, Business Administration, or a related field preferred

• Highly organized with strong follow-through
• Exceptional attention to detail and accuracy
• Strong analytical and problem-solving skills
• Service-oriented and collaborative approach
• Comfortable working with project teams, partners, and finance stakeholders
• Ability to manage confidential financial information with discretion
• Proactive mindset and willingness to learn
• Comfortable working in a fast-moving, growing organization