Billing & A​/R Assistant

Company Description

Engineers Northwest Inc., P.S. is a structural engineering firm established in 1972, providing services in new structural design, remodels and additions, seismic studies and retrofits, building assessments, and residential projects. The firm is licensed throughout the United States, Canada, and Mexico, with completed work in Guam, the Virgin Islands, and Puerto Rico. Engineers Northwest is also expanding its international presence with new projects, including work in Taiwan.

Team members join a technically strong, collaborative environment with exposure to a wide range of building types and project scales.

The Billing & AR Assistant is a full-time, on-site role based in Lynnwood, WA. This role supports the full cycle of project accounting and billing operations by preparing and issuing client invoices, updating billing schedules, and ensuring accurate project billing data in the accounting system. The Billing & AR Assistant will process payments, apply receipts to client accounts, monitor outstanding balances, and follow up on overdue accounts in a professional manner.

Day-to-day responsibilities include reconciling billing discrepancies, assisting with month-end closing tasks related to billing and accounts receivable, and maintaining organized digital and physical records. The role also involves responding to client billing inquiries, coordinating with internal stakeholders to resolve issues, and helping improve billing processes to support cash flow and financial reporting.

• Review incoming project requests and determine new vs. existing project setup requirements
• Coordinate with principals and project managers for project approval and assignment
• Track missing information, contracts, and purchase orders
• Create new projects, clients, phases, and activities in the project accounting system
• Enter contract values, billing terms, regions, and fee structures
• Maintain accurate project and client records
• Submit invoices through client vendor portals as required
• Monitor AR aging and track outstanding balances
• Send payment inquiries and follow‑up communications
• Maintain detailed collections notes and escalation logs
• Post cash receipts and reconcile payments

• Draft contracts and amendments based on approved project budgets and scope
• Ensure contract language aligns with client requirements and internal standards
• Coordinate with principals for review and approval
• File and track executed contracts and amendments
• Track outstanding proposals and conduct client outreach to obtain status updates, approvals, or required documentation
• File and track purchase orders

• Enter project expenses using provided receipts
• Code expenses to the correct project, phase, activity, and billable/non‑billable status
• Review employee timesheets for accuracy and proper coding

• 2+ years of experience in billing, accounts receivable, project accounting, or revenue operations
• Strong understanding of project‑based billing workflows, invoicing cycles, and A/R processes, including aging review and courteous follow‑ups
• Experience with Ajera or similar project accounting/ERP systems preferred
• Proficiency in Microsoft Office (Excel, Outlook, Teams) for data entry, tracking, reconciliation, and communication
• High attention to detail, accuracy, and organization when handling financial records and numerical data
• Solid analytical skills with the ability to identify discrepancies, validate billing data, and support accurate reporting
• Excellent written and verbal communication skills for interacting professionally with clients, vendors, and internal teams
• Ability to manage multiple priorities, meet deadlines, and work independently while contributing to a collaborative team environment
• Experience working with client vendor portals is a plus
• Courteous, diplomatic, and professional in all interactions
• Reliable, consistent attendance and strong accountability
• Willingness to learn new software, tools, and workflows
• Familiarity with civil engineering, architectural, or construction industry operations is beneficial
• Strong organizational skills
• Analytical and detail‑oriented
• Proactive and able to work independently with minimal supervision
• Commitment to accuracy and confidentiality