Billing & Collection Specialist

Location(s): New York, NY

This position is responsible for preparing invoices to be issued to clients, updating internal records related to project and collection status and collecting on past due invoices. It is also responsible for monitoring the progress of projects, investigating variances to budget, and working with the project manager to resolve any of these issues. This position will report directly to the Project Accounting Manager.

Responsibilities include, but are not limited to:

  • Maintaining billing folders for assigned projects with all the appropriate documents including proposals, expenses, third party consultant invoices, and monthly client invoices
  • Reviewing proposals/contracts in order to calculate billings correctly
  • Reviewing project costs to ensure accuracy of client invoices
  • Researching any unbilled issues for review with manager
  • Preparing final invoice package for assigned projects, including all applicable backup
  • Issuing invoices to clients through various channels (mail, e-mail etc.)
  • Issuing client account statements monthly
  • Reviewing account balances to discover outstanding debts or other inconsistencies
  • Contacting clients regarding initial invoices, past due payments
  • Updating accounting records with new payments, balances, client information
  • Sending reminders for payments and contacting clients when assigned
  • Answering questions and handling inquiries from clients regarding invoices
  • Reporting on collection activity to upper management


  • Detail oriented and highly motivated, self-starter
  • Strong computer skills, proficiency with Excel and Word
  • Strong organizational skills
  • Excellent math ability
  • Excellent communication skills
  • Ability to work well with others, meet deadlines and respond to changes in priorities