Project Billing Specialist

PGAL is an international design firm specializing in architecture, interior architecture, engineering and planning for a diverse group of public and private sector clients. Our culture is energetic, collaborative and open, and offers the opportunity to work on a wide range of project types. PGAL is an ideal place to build a career and develop skills in design, project delivery, entrepreneurship, leadership and life.

We are seeking a highly skilled and detail-oriented Project Billing Specialist to support monthly billing operations and project financial administration. This production-level position is focused on executing monthly invoicing, interpreting contract terms, and ensuring accurate project setup and compliance. Specialist with A/E/C experience to assist with project accounting-related tasks, client invoicing and accounts payable, and to provide support for TxDOT invoicing. The ideal candidate will demonstrate strong knowledge of the A/E industry billing cycle, proficiency in Deltek systems, and the ability to interpret complex contract language.

Responsibilities:
Include, but not limited to,

- Work closely with Engineering Principal and Project Managers to monitor project progress for billing

- Prepare invoices and accompanying spreadsheets along with invoice backups per contract requirements

- Execute the complete monthly invoicing cycle, ensuring invoices are prepared accurately and submitted timely in accordance with contract billing terms and schedules
- Review and interpret client contracts to establish billing methods (Lump Sum, Time & Materials, Cost Plus), invoicing frequency, reimbursable expenses, and documentation requirements inclusive of Pay Applications, Waivers and MWBE reports

- Assist with ensuring timely payments of vendor invoices and expense vouchers, as well as vendor and employee inquiries
- Maintain Accounts Payable Aging Report and reconciling vendor accounts
- Set up new projects in the financial system based on client contract terms, incorporating the appropriate phase/task structure, billing parameters, and insurance obligations
- Coordinate with project managers to validate project data, fee information, and milestones for accurate and timely billing
- Submit invoices via client-specific portals or through other electronic submission formats
- Track and reconcile project-level financial data, including prior billing, contract value, and remaining fee balances
- Monitor accounts receivable by following up on outstanding invoices and maintaining billing logs
- Ensure client and subconsultant certificate of insurance compliance is up to date and properly filed
- Prepare and submit reporting for MWBE, city, state, and local agency contracts as required
- Review subconsultant invoices and ensure required documentation is complete and compliant

- Maintain vendor integrity, 1099 information and filing
- Full-cycle billing
- A/R collections
- Coordinate with billing staff in the monthly planning and monitoring of ongoing status/completion of all invoicing, and provide assistance as needed
- Maintain Accounts Receivable Aging Report, document/update A/R notes and reconcile client accounts
- Assist with audit tasks as needed

Qualifications:
- High school diploma required; post-secondary degree in Accounting, Finance, or Business preferred
- Minimum 5 years of experience in project accounting or billing within an architecture, engineering, or construction (AEC) environment.

- 2+ years of prior experience; TxDOT billing experience required
- Strong understanding of project billing methodologies, contract compliance, and industry-standard invoice practices
- Proficiency in Deltek Vantagepoint / Vision required

- Proficient in Adobe Acrobat or Bluebeam
- Skilled in Microsoft Excel, Outlook, and Word
- Familiarity with FAR and other federal contract compliance preferred
- Exceptional attention to detail, ability to manage deadlines across multiple active projects, and strong organizational skills

- Ability to work in a fast-paced environment
- Strong written and verbal communication skills; must be comfortable interacting with internal teams and external clients professionally
- Must be legally authorized to work in the United States for any employer without sponsorship now or in the future

PGAL offers a comprehensive benefits package including medical, dental, vision, disability, life, flexible spending accounts, 401(k), and profit sharing. We also offer paid leave inclusive of holidays, PTO, and paid parental leave.

PGAL is an Equal Opportunity Employer, including disability and protected veteran status.

PGAL is a VEVRAA Federal Contractor.