Project Billing Specialist

Job Title

Project Billing Specialist

Houston, TX (8880 Telephone Rd. Houston, TX 77061)

Manager, Operations

Thermon is a diversified technology company and a global leader in industrial process heating, temperature maintenance, environmental monitoring, and temporary power distribution solutions. We deliver engineered solutions that enhance operational awareness, safety, reliability, and efficiency while achieving the lowest total cost of ownership.

Thermon offers over 250 products, software, and services across multiple brands, providing a range of offerings from boilers, transportation heaters, and liquid load banks to tubing bundles and heat trace systems. We are the silent guardians of critical infrastructure. From the relentless demands of chemical plants and the intricate networks of rail and transit to the vital pulse of power generation, we innovate solutions that ensure optimal operation, protect critical assets, and maximize efficiency.

We care deeply about the success of our customers, the well-being of our people, and the reliability of every product we design. This drives our unwavering commitment to safety and integrity in everything we do. Through collaboration, we unite a rich legacy of expertise with a trusted global team, partnering side by side with our customers. We transfer the warmth needed to make life work.

The Order Management Coordinator will work closely across multiple departments including Sales, Finance, Engineering, Construction Field Services, and both external and internal customers. This role is responsible for managing the invoicing process for projects within the organization utilizing the AX2012 ERP system.

The Order Management Coordinator handles both Time & Materials (T&M) and Fixed Price projects, ensuring accurate and timely billing according to contract requirements, customer specifications, and direction provided by Project Managers. The position partners closely with Finance staff, Project Management, Operations, and customers to support billing, invoicing, contract compliance, and collections activities.

• Prepare and process project invoices utilizing the AX2012 ERP system.
• Handle both Time & Materials (T&M) and Fixed Price projects.
• Manage milestone billing, progress billing, and retention billing requirements as specified by contract.
• Review and comply with contract requirements for invoicing to ensure accuracy and adherence to contractual terms.
• Complete customer-specific forms and supporting documentation as required for invoice submission.
• Submit invoices electronically through customer online portals when required, ensuring compliance with customer invoicing procedures.
• Monitor unbilled projects and work with Project Managers to ensure timely billing.
• Review customer contracts, purchase orders, and change orders to ensure compliance with billing requirements.
• Participate in project handover meetings when project purchase orders are accepted, facilitating the transfer of responsibility from Sales to the Project Team.
• Assist with bonding, retention, and letter of credit requirements as needed.
• Maintain supporting documentation related to customer billing requirements and contractual obligations.
• Interact with Finance staff, Project Management, and customers to address billing, invoicing, and collections inquiries or issues.
• Support collection efforts by assisting with invoice reconciliations, dispute resolution, and customer documentation requests.
• Maintain clear and effective communication channels to facilitate smooth operations throughout the billing and invoicing process.
• Build positive working relationships with customers and internal stakeholders to support timely payment collection.
• Maintain billing records and project invoicing documentation.
• Assist in tracking invoice status, retention balances, and outstanding customer requirements.
• Identify opportunities to improve billing efficiency, accuracy, and process consistency.
• Support special projects and other duties as requested by management.
• Ability to prioritize tasks and manage time efficiently in a fast-paced environment with moderate supervision.

• Bachelor's degree in Accounting, Finance, Business Administration, or related field preferred.
• Minimum 3 years of experience in project billing, contract billing, accounts receivable, service billing, or related experience.
• Experience reviewing contract requirements and customer billing specifications.
• Proficiency with ERP systems and billing applications.
• Strong proficiency with Microsoft Office applications including Excel, Word, Outlook, and PowerPoint.

• Minimum 5 years of project billing, accounts receivable, contract compliance, or service billing experience.
• Experience with Microsoft Dynamics AX2012 and/or Microsoft Dynamics 365.
• Experience with in manufacturing, construction, engineering, industrial services, or project-based environments.
• Experience working with…