Billing and Payables Coordinator
New York, NY
Full Time
Mid Level
Heintges Consulting Architects & Engineers is committed to the realization of innovative building enclosures which meet the highest levels of sustainability and performance. We maintain a broad portfolio of impactful projects worldwide including art museums, cultural centers, academic and government buildings, and supertall towers. Our work is guided by a shared commitment to quality, as our talented professionals collaborate with clients and contractors to deliver exemplary projects. Our firm is a certified WBE, and diversity, equity, and inclusion are fundamental for us.
At Heintges we are focused on cultivating a supportive office environment of positivity, respect, professionalism, sharing of information, and good work-life balance. Generous benefits include paid time off, medical/dental, 401k, profit sharing, cell phone reimbursement, annual budget for external professional development, weekly staff lunches, and team-building gatherings.
We have an opportunity for a detail-oriented billing and payables specialist to join our business team, and to contribute to the many aspects of running a thriving medium-sized firm. An ideal candidate will bring a good sense of perspective and humor to collaborate face-to-face with Project Managers. The first half of every month is more demanding than the second half. This is a full time in-person position in New York City, reporting to the Director of Operations. Following a successful 3-month training period, working from home one day per week will be optional.
RESPONSIBILITIES
Project Accounting
REQUIREMENTS
Kindly submit both a cover letter addressing your experience and interests to the specific responsibilities of this position, and your resume.
Salary Range $63,000 - $70,000 commensurate with experience.
At Heintges we are focused on cultivating a supportive office environment of positivity, respect, professionalism, sharing of information, and good work-life balance. Generous benefits include paid time off, medical/dental, 401k, profit sharing, cell phone reimbursement, annual budget for external professional development, weekly staff lunches, and team-building gatherings.
We have an opportunity for a detail-oriented billing and payables specialist to join our business team, and to contribute to the many aspects of running a thriving medium-sized firm. An ideal candidate will bring a good sense of perspective and humor to collaborate face-to-face with Project Managers. The first half of every month is more demanding than the second half. This is a full time in-person position in New York City, reporting to the Director of Operations. Following a successful 3-month training period, working from home one day per week will be optional.
RESPONSIBILITIES
Project Accounting
- Run monthly project manager meetings, prepare accurate, complex monthly project invoices, and distribute to clients in a timely basis.
- Maintain billing contact list to assure invoice recipients are up to date.
- Maintain monthly invoice list to identify submission requirements for each invoice and monitor status of monthly submissions.
- Review contracts and become familiar with project billing requirements.
- Monitor project budgets and expenses to assure costs are accurately recorded and billed.
- Resolve billing issues.
- Review and approve employee expense reports and time sheets.
- Ensure that expense reports and associated receipts and documentation are organized and accurate for each invoice submission.
- Generate collections report bi-weekly and lead efforts in collection of aged receivables. Follow-up with clients having past due accounts.
- Accurately record vendor invoices, prepare weekly vendor payments, and remit payment to vendors.
- Complete monthly reconciliation of company credit card accounts.
- Other office and administrative duties / ad-hoc projects as required within the context of the business unit of the firm.
- Cover front desk responsibilities during absence of Facilities Coordinator.
REQUIREMENTS
- 2+ years experience in project invoicing, preferably in the architectural / engineering field.
- Experience with project billing software Ajera preferred.
- Proficiency with Microsoft Office, particularly Excel and Word required.
- Strong organization skills and attention to detail are critical to success in this role.
- Excellent interpersonal and customer service skills.
- Excellent verbal and written communication skills.
- Friendly, proactive, and calm demeanor; ability to work under pressure.
- Degree in related field preferred.
Kindly submit both a cover letter addressing your experience and interests to the specific responsibilities of this position, and your resume.
Salary Range $63,000 - $70,000 commensurate with experience.
Apply for this position
Required*