Billing Manager

Billing Manager

Job Description

An established multi-disciplinary design firm in the Washington, DC area is seeking an experienced Billing Manager with strong Unanet A/E expertise to join its on-site accounting team in Chantilly, Virginia. This role oversees a small billing team, manages the full billing cycle, and plays a key role in project set-up, invoicing, and reporting. The Billing Manager ensures accurate, timely, and compliant billing while supporting project managers and executive leadership with clear financial information and guidance.

Responsibilities

+ Supervise and lead a billing team consisting of two billing accountants and one accounts receivable/collections accountant, providing day-to-day oversight, support, and performance guidance.

+ Participate directly in the monthly billing process to ensure accurate and timely invoicing for all projects.

+ Set up new projects in Unanet A/E, including entering general information, establishing budgets, and configuring billing terms in alignment with contract requirements.

+ Save, organize, and maintain new project contracts, additional work authorizations, and other billing-related correspondence in the firms project contract database.

+ Generate draft invoices (pre-bills) and work-in-progress (WIP) reports on a monthly basis and distribute them to project managers for review and approval.

+ Process and post invoices based on pre-bill markups and instructions received from project managers, ensuring that all invoices align with contract billing terms.

+ Send finalized invoices to clients in accordance with contract-specific billing instructions and schedules.

+ Prepare special or customized invoice formats when requested by clients and input invoices into client vendor management systems as needed.

+ Process billing adjustments, including credits and rebills, and void or reissue invoices when necessary to correct errors or reflect revised terms.

+ Generate and distribute various post-billing reports for management to support financial analysis and decision-making.

+ Supervise and manage project close-out procedures once projects are completed, ensuring all billing and documentation are finalized.

+ Periodically update the project number database on the firms intranet to keep project information current and accurate.

+ Advise and assist the accounts receivable/collections accountant as needed to support effective collections and cash flow management.

+ Provide training, coaching, and guidance to billing and accounting staff to strengthen processes and maintain high-quality standards.

+ Execute ad hoc reports and perform special tasks as requested by the CFO and executive management.

+ Collaborate with project managers and internal stakeholders to manage multiple priorities and deadlines while maintaining a high level of accuracy and attention to detail.

+ Communicate clearly and professionally in both written and verbal form with internal teams and external clients regarding billing matters.

Essential Skills

+ Advanced experience with Unanet A/E billing, including project set-up, maintenance, and full-cycle billing processes.

+ Demonstrated experience managing or supervising a billing or accounting team, including responsibility for staff oversight and development.

+ Proficiency in project invoicing and work-in-progress (WIP) reporting within a professional services or similar industry environment.

+ Working knowledge of Microsoft Excel for reporting, analysis, and data management.

+ Strong attention to detail and accuracy in handling billing data, contracts, and financial documentation.

+ Ability to manage multiple priorities and deadlines in a fast-paced environment.

+ Strong written and oral communication skills for effective interaction with project managers, executives, staff, and clients.

+ Ability to work both independently and as a collaborative team player.

+ Experience participating in or supporting a transition from Deltek Vision to Unanet A/E (Deltek Vision billing experience considered a plus).

Additional

Skills & Qualifications

+ Experience in a multi-disciplinary design, engineering, architecture, or related professional services firm.

+ Familiarity with client vendor management systems and the ability to input and manage invoices within those platforms.

+ Experience preparing customized or client-specific invoice formats.

+ Background in accounts receivable or collections support within a professional services environment.

+ Experience generating management and post-billing…