Accounting Coordinator (Biller)

Simply Put, A Great Place to Work Benesch is a growing, multi-disciplined planning, engineering, and professional services firm. We enhance infrastructure and communities across the country – creating spaces and providing connections in ways that make a difference. We pride ourselves on being nimble enough to remain responsive to client needs yet large enough to offer exceptional bench strength. As a member of our team, you’ll have an opportunity to draw from those resources when you need them and, likewise, contribute your expertise when you have something to share. At Benesch, we are looking for candidates with varied backgrounds and worldviews. We are committed to offering an inclusive work environment where everyone feels valued and respected. Statistics show that women and underrepresented groups are less likely to apply for a position if they don’t meet 100% of the qualifications. If this statement resonates with you, don’t be so hard on yourself—apply for the job! Accounting Coordinator (Biller) Position Summary The Accounting Coordinator is responsible for supporting the firm's project accounting and billing functions by coordinating client invoicing, project setup, revenue and billing reviews, reporting, collections support, and contract administration. This role partners closely with Project Managers, clients, and the Accounting team to ensure accurate project setup, timely billing, compliance with contract requirements, and effective management of accounts receivable and unbilled balances. Key Responsibilities Project Setup and Contract Administration - Establish new projects and clients within Deltek Vantagepoint based on contract requirements and project authorization documents. - Review contract terms to ensure project, billing, labor, and invoicing parameters are accurately reflected in the accounting system. - Maintain project and contract files, including supporting documentation and project closeout records. - Update accounting records for project modifications and project closeouts. Billing and Revenue Management - Configure billing setups and prepare client invoices in accordance with contract terms and client requirements. - Coordinate the billing process for assigned projects with Project Managers and clients. - Prepare billing support schedules and documentation required by clients. - Verify labor, direct costs, unit costs, and subconsultant expenses are billed in accordance with contractual requirements. - Review project performance and revenue activity to ensure accurate revenue recognition and invoicing. - Monitor contract limits, funding constraints, and project billing status. - Identify and communicate project overrun concerns, including DBE participation compliance when applicable. Project Accounting and Reporting - Prepare and distribute project accounting reports and monthly project summaries to Project Managers. - Review unbilled balances and assist in resolving billing-related issues. - Analyze project financial information and investigate significant revenue or billing fluctuations. - Assist Project Managers with project accounting questions, billing inquiries, and accounts receivable matters. - Support period-end close activities, reporting, reconciliations, and financial analysis. Accounts Receivable and Collections Support - Partner with Project Managers and clients to resolve billing disputes and collection issues. - Assist with accounts receivable monitoring, aging reviews, and collection follow-up efforts. - Support analysis of outstanding receivables and unbilled project balances. Compliance and Audit Support - Review employee timesheets for compliance with company policies and project requirements. - Prepare schedules and supporting documentation for financial, project, governmental, and FAR audits. - Assist with year-end accounting procedures and audit requests. - Maintain accurate records in accordance with company policies and client requirements. General Support - Respond to billing, project accounting, and subcontractor payment inquiries from Project Managers and clients. - Manage multiple projects and deadlines while maintaining a high level of accuracy. - Assist with special projects and other accounting responsibilities as assigned. Qualifications Education and Experience - Bachelor's degree in Accounting, Finance, or related field preferred; or High school degree with relevant project accounting and billing experience in the AEC industry. - Minimum of five years of project accounting, billing, or accounting experience. - Experience within the Architecture, Engineering, Construction (AEC) or professional services industry preferred. - Experience working with state DOT agencies, transportation clients, railroads, or public-sector contracts preferred. Technical Skills - Advanced proficiency with Deltek Vantagepoint (or similar project-based accounting software like Deltek Vision or BST). - Intermediate to advanced proficiency in Microsoft Excel. - Working knowledge of Microsoft Word and Outlook. Professional Competencies - Strong analytical, problem-solving, and critical-thinking skills. - Excellent verbal and written communication skills. - Ability to interpret contract terms and billing requirements. - Strong organizational skills with the ability to manage multiple priorities and meet deadlines. - Ability to work independently while collaborating effectively with Project Managers, clients, and internal stakeholders. - Demonstrated attention to detail and commitment to accuracy. - Ability to maintain confidentiality and adapt to changing business needs. The expected compensation range for this position is displayed in accordance with the State of Illinois Pay Transparency Act, Illinois Pay Transparency Law. The final agreed-upon compensation is based on numerous factors, including but not limited to individual education, qualifications, prior work experience, and geographic location. The total annual compensation package will consist of a base salary, overtime, and bonuses. Our benefits package is designed to take care of our employees and is compliant with the State of Illinois Paid Leave Act, Illinois Paid Leave Act. Benesch offers a generous paid time benefits plan that increases throughout your career plus several paid holidays. Our benefits include medical, dental, and vision benefits. We also include company-paid life insurance, short term, and long-term disability plans. Benesch offers a 401K plan and profit-sharing contributions to the 401K plan. From insurance and retirement plan to our wellness programs, we provide employee benefits that meet your wants and needs. Illinois Pay Range $25—$33 USD Benesch is an equal opportunity employer committed to a professional, inclusive, and compliant workplace. We follow all applicable federal, state, and local employment laws, including those related to non-discrimination, pay transparency, and equal opportunity for protected groups such as veterans and individuals with disabilities. This includes adhering to regulations related to equal employment opportunity, non-discrimination, pay transparency, and any other legislation relevant to the jurisdictions in which we operate. Learn More about Pay Transparency at Benesch Pay Range $25—$33 USD Why Benesch It’s simple. We invest in our people, not just our projects. - Career growth that’s real with leadership development, training, and clear paths forward - Strong financial future with up to 9% retirement contribution for benefit-eligible employees - Flexibility that works with schedules that support your life - Time to recharge with generous paid time off and parental leave for benefit-eligible employees - Support beyond work through mentorship, hands-on experience, and opportunities to make an impact from day one Whether you’re starting your career or bringing years of experience, you’ll have the support and exposure to grow here. Explore our full benefits here: Click here Equal Opportunity & Accessibility At Benesch, we believe great work starts with great people and that means creating a workplace where everyone has the opportunity to succeed. Benesch is firmly committed to Equal Employment Opportunity (EEO) and prohibits employment discrimination for employees and applicants in all protected groups, including veterans and individuals with disabilities, or other status protected by federal, state, and local laws. Benesch is committed to working with and providing reasonable accommodation to applicants with a physical disability or other impairment. If you are limited in your ability or are unable to access Benesch's Careers website due to a physical disability or other impairment, you may request a reasonable accommodation by emailing [email protected]. This option is only available to those in need of an accommodation due to a disability or other impairment. Please do not use this as an alternative method for general inquiries or status on applications, as you will not receive a response. Reasonable requests will be responded to as soon as possible on a case-by-case basis. If you are based in California, we encourage you to read this important information for California residents linked here. Know your Rights: Workplace Discrimination is Illegal We will be accepting applications on an ongoing basis until a candidate is found. External Recruiters and Staffing Agencies Benesch shall have no obligation to compensate any external recruiter or search firm for candidate submissions made without a valid, current, and fully executed agreement. Submission of candidate information does not establish entitlement to a fee. All recruiting activity must be coordinated and authorized through the Benesch Talent Acquisition team. Please direct all communications to [email protected]