Billing Manager

Billing Manager (MUST HAVE Architecture/Engineering Industry Experience)

Job Description

A 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. The role oversees the billing function for civil engineering, site planning, land surveying, and landscape architecture projects, combining hands-on billing responsibilities with team leadership. The Billing Manager will play a key role in project set-up, monthly invoicing, WIP reporting, and the ongoing migration from Deltek Vision to Unanet A/E, while ensuring accuracy, timeliness, and clear communication with project managers and clients.

Responsibilities

+ Set up new projects in Unanet A/E, including entering general project information, establishing budgets, and defining billing terms.

+ Manage project set-up, project management, WIP review, billing, and reporting processes within Unanet A/E.

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

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

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

+ Prepare special client-requested invoice formats when needed and input invoices into client vendor management systems as required.

+ Process billing adjustments and void or reissue invoices as necessary to maintain accurate billing records.

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

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

+ Periodically update the project number database on the firms intranet to maintain accurate project information.

+ Advise and assist the accounts receivable/collections accountant on billing-related matters and cash receipts as needed.

+ Provide training, guidance, and ongoing support to billing team members to ensure consistent processes and professional development.

+ Supervise a team currently consisting of two billing accountants and one accounts receivable/collections accountant.

+ Participate directly in the monthly billing process, including assisting with the processing of approximately 225 monthly invoices.

+ Execute ad hoc reports and tasks as requested by the CFO and executive management, supporting broader accounting and financial initiatives.

+ Support the firms transition from Deltek Vision to Unanet A/E by applying prior system experience and adapting processes as needed.

Essential Skills

+ Advanced hands-on experience with Unanet A/E billing, including project set-up, WIP review, invoicing, and reporting.

+ Prior experience managing or supervising a billing or accounting team, including oversight of cash receipts and billing specialists.

+ Proficiency with invoicing processes and WIP reporting in a professional services or A/E industry environment.

+ Strong attention to detail and accuracy in all aspects of billing and project set-up.

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

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

+ Ability to work both independently and collaboratively as part of a team.

+ Some proficiency in Microsoft Excel for reporting and data analysis.

+ A/E industry experience, particularly in civil engineering, architecture, or related design services.

+

Experience with Deltek Vision or A/E Unanet, with the ability to leverage prior system knowledge during the migration from Deltek Vision to Unanet A/E.

Additional

Skills & Qualifications

+ Experience processing a high volume of monthly invoices (approximately 225) in a professional services environment.

+ Background in architecture, engineering, or related design firm billing processes.

+ Experience preparing customized client invoice formats and working within client vendor management systems.

+ Comfort with supervising a small accounting team and providing ongoing training and guidance.

+ Ability to support accounts receivable and collections activities through close collaboration with the AR/collections accountant.

+ Familiarity with maintaining project contract databases and…