Billing and Accounting Specialist

E.P. Ferris & Associates is hiring a full-time Billing & Accounting Specialist to join our accounting team and play a key role in supporting both project operations and financial management.

This position is responsible for monitoring project budgets, analyzing billing data, generating invoices, and supporting general accounting functions in accordance with GAAP. The role works closely with Project Managers, Principals, and the Accounting Manager to ensure accurate project billing, financial reporting, and accounting operations throughout the lifecycle of each project.

The ideal candidate will bring strong A/E billing experience, accounting knowledge, and excellent organizational skills, along with the ability to collaborate effectively with multiple teams in a dynamic environment.

Key Responsibilities

• Generate and process monthly project invoices in accordance with contract terms and project progress.
• Monitor and track project budgets and billing milestones.
• Review contracts and pricing agreements to ensure accurate billing and compliance with client agreements.
• Collaborate with Project Managers and Principals to review project financial status and billing details.
• Set up new projects and maintain project information in the Deltek Ajera or Deltek Vantagepoint accounting system.
• Extract and analyze billing and project data to support financial reporting and project management decisions.

Accounting Operations:

• Maintain general ledger entries and supporting documentation.
• Assist with month-end and year-end close processes.
• Reconcile bank accounts, credit cards, and balance sheet accounts.
• Assist with accounts receivable monitoring, including reviewing aging reports and supporting collections efforts.

Compliance & Financial Support:

• Assist in preparing semi-monthly and quarterly payroll tax filings.
• Maintain accurate financial records and documentation.
• Support the preparation of financial reports and provide accounting data as requested.
• Ensure compliance with company policies and accounting standards.
• Communicate proactively with Project Managers and internal staff regarding billing, budgets, and project financial information.
• Provide financial insights and reporting to support project teams.
• Support cross-training and collaboration within the accounting department.
• Assist with special accounting or administrative projects as needed.

Qualifications:

• Bachelor’s degree in Accounting or related field preferred but not required
• Minimum 2–4 years of accounting and/or A/E billing experience
• Experience with Architectural/Engineering or construction billing preferred
• Experience with Deltek Ajera and/or Deltek Vantagepoint strongly preferred
• Proficiency in Microsoft Excel and the Microsoft Office Suite
• Excellent attention to detail and accuracy
• Strong organizational and time management skills
• Ability to prioritize multiple tasks and meet deadlines
• Strong communication and interpersonal skills
• Ability to work independently while contributing to a team environment
• Strong analytical and problem-solving abilities