Job Title: Senior Billing & Accounting Coordinator
Reports to: Controller
FLSA Status: Exempt
Position Purpose
The Senior Billing & Accounting Coordinator manages billing coordination, contract compliance, and cash-flow visibility for the company's large, complex, and progress-billed projects, including strategic accounts and jobs of $2.5 million and over. As a member of both the Accounting and Billing teams, this role is the central point of coordination among Billing, Order Entry, Sales, Accounting, and Credit, ensuring major projects are billed accurately and on schedule. Working with the Controller and leadership, this role identifies and communicates billing, documentation, and cash-flow risks early, drives resolution with Sales and other departments, and maintains audit-ready project documentation.
Duties and Responsibilities
Large-Project Billing Ownership
- Own billing for large, complex, progress-billing, and $2.5 million-and-over projects: review contracts, blue sheets, tax status, schedules, change orders, and proof of delivery before invoicing.
- Coordinate prebilling, progress, milestone, final billing, credit memos, rebills, and prepayments; ensure billing follows each contract's terms, retainage, and tax requirements.
- Track what has billed, what is ready, and what is blocking billing; review invoicing reports (including the Daily Invoicing Report) for missed, delayed, duplicate, or incorrect billing.
- Review major-project invoices for accuracy (contract value, tax status, PO requirements, proof of delivery) before they are sent.
- Keep major-project contract, invoice, and billing documentation organized and audit-ready.
Cash Flow and Accounting Coordination
- Monitor cash in/out on major projects, flag unfavorable cash positions, and track customer receipts against vendor invoices, deposits, and prepayments.
- Work with Accounting on billing timing, invoice corrections, credits, rebills, payment application, and revenue-recognition alignment; communicate unbilled revenue and payment-exposure risk.
- Confirm vendor invoices match contract terms and approved costs; follow up on missing, duplicate, or incorrect vendor invoices.
- Provide leadership with clear billing and cash-flow status updates for major projects.
Cross-Functional Coordination and Leadership
- Serve as the central coordinator among Billing, Order Entry, Sales, Accounting, and Credit for major projects; maintain a project tracker with milestones, owners, due dates, and open issues.
- Lead or participate in recurring project-status meetings, track action items to completion, and escalate major risks early to the Controller.
- Work with Credit on account holds, disputes, and delayed-payment risk; improve billing processes, trackers, and acquisition-transition procedures.
Sales Support and Documentation Compliance
- Support Sales on large projects while enforcing contract, documentation, and billing requirements; explain what's needed for billing to proceed.
- Professionally return incomplete or inaccurate blue sheets/contracts to Sales for correction, and follow up until resolved; escalate repeated issues to Sales leadership.
- Work with Order Entry to keep contract files accurate and current, reflecting change orders and billing adjustments.
Documentation, Reporting, and Process Improvement
- Maintain clean electronic files for each major project (contracts, invoices, billing schedules, proof of delivery, credit memos, backup).
- Create leadership status updates on project billing progress and cash-flow risk; support acquisition-related documentation and billing transitions.
- Identify recurring billing/documentation problems and recommend process improvements; build or improve trackers, checklists, and dashboards.
- Assist with special projects or other duties as assigned by the Controller.
Position Requirements
Education & Experience
- Bachelor's degree in Accounting, Finance, Business, or related field preferred; associate degree with relevant experience considered.
- 3-5 years in project billing, contract administration, or accounting, preferably in construction, distribution, or project-based business; progress/milestone billing experience strongly preferred.
- Experience with an ERP system and financial/billing reporting tools preferred.
Skills & Attributes
- Strong grasp of contract terms, billing schedules, and cash-flow implications for large, complex projects; proficient Excel skills (lookups, pivot tables, multi-project trackers).
- Excellent organization and attention to detail across concurrent projects and deadlines; sound judgment in escalating financial and documentation risk.
- Strong communicator, comfortable holding Sales and other departments accountable for accurate, complete documentation.
- Self-motivated, adaptable to evolving processes and acquisitions, and team-oriented, with the ability to guide a billing team member as needed.
Physical Demands
- Standing: Frequently
- Walking: Frequently
- Sitting: Frequently
- Use of Hands/Fingers: Frequently
- Bending: Frequently
- Pushing/Pulling 12 lbs. or less: Occasionally
- Lifting/Carrying 10 lbs. or less: Occasionally
- Lifting/Carrying 11-20 lbs.: Rarely
- Reaching Outward: Frequently
- Reaching Above Shoulder: Occasionally
- Squatting/Kneeling: Occasionally
This job description is intended to provide information regarding the essential functions and basic duties of this position. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills, and duties that could be assigned. Additional functions and requirements may be assigned by management as it deems appropriate. This document does not constitute a contract and is subject to change at the discretion of Hoffman & Hoffman, Inc.
Skills Required
- Bachelor's degree in Accounting, Finance, Business, or a related field
- Associate degree with relevant experience may be considered
- 3-5 years of experience in project billing, contract administration, or accounting
- Experience in construction, distribution, or a project-based business
- Progress or milestone billing experience
- Experience with an ERP system and financial or billing reporting tools
- Proficiency in Excel, including lookups, pivot tables, and multi-project trackers
- Understanding of contract terms, billing schedules, and cash-flow implications
- Strong organization, attention to detail, communication, and escalation judgment
What We Do
Since 1947, Hoffman & Hoffman, Inc. has served the Carolinas and Virginia in the selection and application of commercial and industrial heating, ventilation, air conditioning, filtration and direct digital control (DDC) systems. In Fall 2009, Hoffman & Hoffman, Inc. opened branch offices in Knoxville and Chattanooga, Tennessee. Hoffman & Hoffman represents manufacturers of the highest quality HVAC equipment and controls available on the market today. Through one of our (14) fourteen regional branch offices, our professional sales engineers can assist you in most commercial/industrial HVAC and filtration projects. We employ Certified Energy Managers (CEM), LEED accredited professionals and professional sales engineers dedicated to meeting the heating, filtration, ventilation and air conditioning needs of engineers, owners and contractors. Delivering engineered, flexible, economical and environmentally responsible solutions for commercial, industrial and institutional heating, ventilating, air conditioning and refrigeration requirements is our top priority.
