Project Billing Specialist

Project Billing Specialist

Department: Finance

Employment Type: Permanent - Full Time

Location: Washington DC

Compensation: $65,000 - $70,000 / year

Sagentia is a leading global science, technology and regulatory consultancy. We deliver cutting‑edge research and development, safety and regulatory services, and technical programme delivery to clients in highly regulated markets.

The business has five practices operating internationally across defence, aviation, industrial, consumer, food and beverage, and medical. Sagentia’s specialist experts are fluent in over 50 languages and support clients in more than 100 countries, offering tailored, innovative solutions.

The Project Billing Specialist ensures accurate project setup, consistent billing execution, and effective and efficient financial coordination across client engagements. The role supports Consultants and Project Managers by maintaining accurate financial data, tracking project spend, and ensuring timely resolution of billing issues. It is well‑suited to someone who enjoys operational responsibility in a project‑driven environment with strong attention to detail and a service‑focused mindset.

• Manage end‑to‑end monthly billing for assigned projects, ensuring accuracy and timely delivery.
• Monitor project spend against purchase order values and raise exceptions or issues as needed.
• Enter or maintain project and billing data in client portals and internal systems.
• Own project set‑up processes, ensuring new projects are created accurately and all required project details are properly entered and maintained.
• Maintain accurate billing contact information and submission instructions for each client or project.

• Maintain the AR aging schedule for assigned projects and follow up on overdue balances.
• Attend exposure meetings to report on aged receivables and support follow‑up coordination.
• Resolve billing queries, resubmit corrected invoices, and liaise with clients and internal teams to secure payment.

• Work closely with Consultants and Project Managers to resolve time‑entry, coding, or billing discrepancies.
• Support the Finance team with reconciliations or documentation required for audit or month‑end close.

• Identify opportunities to streamline billing steps and support the creation or updating of SOPs.
• Uphold data accuracy across systems and maintain clear audit trails.
• Provide vacation coverage for daily AP tasks as needed.
• Perform other finance or operations tasks as assigned, including assisting other group entities.

You are a reliable, detail‑oriented professional who enjoys keeping projects financially organised. You’re confident communicating with both internal teams and clients, and you’re comfortable working with billing schedules, purchase orders, and high volumes of data. You value accuracy, consistency, and proactive problem‑solving.

• 2+ years of experience in Billing, AR, or project support within a finance or professional‑services setting.
• Strong organisational skills and excellent follow‑through.
• Clear written and verbal communication skills.
• Intermediate Excel proficiency (data manipulation, lookups, basic analysis).
• Strong attention to detail and the ability to manage multiple priorities.

• Experience with time‑based billing or project‑driven billing models.
• Advanced Excel skills (pivot tables, XLOOKUP, SUMIF/IFS).
• Exposure to Accounts Payable.
• Experience using Deltek VantagePoint or similar systems.

We are committed to career development and make a focussed effort to offer bespoke training and mentoring to allow each individual to thrive within their environment and realise personal potential.

Alongside a competitive salary we offer a generous benefits package including, PTO, Profit Share, 401K Retirement plan and Health Insurance covering both medical and dental.