Billing Specialist

Job Title:

Billing Specialist

Job Description

This role is ideal for an experienced billing specialist who thrives in a fast-paced, audit-driven environment and is highly skilled in complex contract billing. You will take ownership of billing execution for assigned programs, preparing accurate invoices, validating cost data, supporting audits, and ensuring strict compliance with contract terms and applicable accounting and billing regulations. Your work will directly support cash flow, contribute to overall financial health, and help maintain strong relationships with key customers.

You will work across multiple contract types and industries, handling high-volume billing cycles while maintaining precision and audit-ready documentation.

Responsibilities

+ Prepare and submit invoices for a variety of contract types, including Cost-Reimbursable, Time & Materials (T&M), Firm Fixed Price (FFP), Milestone-Based, Progress Payment, and Performance-Based agreements.

+ Ensure all invoices fully comply with contract requirements, billing terms, and applicable accounting and billing regulations.

+ Review and validate billed costs for accuracy, allowability, and alignment with contractual terms and cost principles.

+ Reconcile billed amounts to project financial reports, Project Cost Reports, general ledger (GL) data, and other supporting documentation.

+ Maintain and update billing schedules, billing matrices, project setup checklists, and contract-specific billing calendars.

+ Prepare detailed invoice packages, including all required supporting documentation, for internal review, customer submission, and audit purposes.

+ Manage high-volume billing cycles, typically handling approximately 150-250 billings per week, while meeting strict monthly deadlines.

+ Assist with monthly billed and unbilled accounts receivable reconciliations to ensure accurate reporting of revenue and receivables.

+ Partner with accounting teams to resolve cash application discrepancies and ensure timely and accurate posting of payments.

+ Support collection efforts for outstanding customer balances by providing billing detail, resolving disputes, and coordinating with internal stakeholders.

+ Maintain organized, audit-ready billing documentation, including invoice archives, billing schedules, and contract billing records.

+ Prepare complete invoice support packages for internal and external auditors, ensuring all documentation is clear, accurate, and compliant.

+ Follow established billing procedures, internal controls, and compliance requirements to minimize risk and ensure consistency.

+ Collaborate closely with contracts, program and project management, finance, pricing, and operations teams to ensure accurate billing setup and execution.

+ Resolve billing issues related to contract modifications, funding changes, collections, and revenue configuration in a timely and professional manner.

+ Support contract closeout activities by confirming final billing, reconciliations, and documentation are complete and accurate.

+ Provide input on process improvements and support system enhancements to increase efficiency, accuracy, and control in billing operations.

+ Leverage advanced Excel skills and reporting tools to analyze billing data, perform reconciliations, and generate billing-related reports.

+ Contribute to a culture of continuous improvement by identifying opportunities to streamline workflows and strengthen internal controls.

Essential Skills

+ 1-3+ years of billing experience, ideally within complex contract environments such as government, aerospace/defense, manufacturing, or medical billing.

+ Strong expertise in ERP systems, including billing modules and their interactions with general ledger (GL) and project ledger (PL), as well as reporting and project setup functionality.

+ Proven experience preparing detailed invoice packages that include all required supporting documentation.

+ Working knowledge of standard billing requirements, cost principles, and compliance frameworks relevant to complex contract billing.

+ Strong reconciliation, analytical, and problem-solving skills, with the ability to validate costs against Project Cost Reports, GL data, and other financial records.

+ Demonstrated ability to manage high-volume billing cycles with strict monthly deadlines while maintaining accuracy and compliance.

+ Experience supporting internal and external audits and producing complete, well-organized billing documentation.

+ Advanced proficiency in Microsoft Excel, including the ability to work with large data sets, perform complex reconciliations, and generate reports.

+ Familiarity with reporting tools, contract lifecycle systems, or data warehouse environments used to support billing and financial reporting.

+ Experience preparing and submitting invoices for multiple contract types, including Cost-Reimbursable, T&M, FFP, Milestone-Based, Progress Payment, and Performance-Based arrangements.

+ Ability to maintain organized, audit-ready invoice archives, billing…