Billing Specialist

The Billing Specialist / Administrative Coordinator is responsible for ensuring accurate, timely, and compliant billing operations while maintaining organized documentation and administrative controls. This role plays a critical part in supporting company cash flow, client satisfaction, and overall operational efficiency. The ideal candidate is highly detail-oriented, process-driven, and comfortable managing multiple priorities in a deadline-focused environment. Key Responsibilities Billing & Invoicing Prepare, review, and submit electronic invoices through customer billing portals and internal systems Verify invoice accuracy against contracts, rates, and project requirements Monitor invoice status and proactively resolve discrepancies, rejections, or delays Partner with finance and operations teams to ensure timely billing cycles Timesheet Administration Collect, track, and validate employee timesheets for accuracy and completeness Reconcile labor hours to projects, work orders, and billing requirements Coordinate with supervisors and field teams to address variances or missing information Invoice Support Documentation Compile and maintain all required backup documentation including timesheets, receipts, approvals, and supporting records Ensure documentation meets client and contractual standards Maintain audit-ready records for all billed work Document Control & Administrative Support Manage document organization, storage, and version control for billing and project files Maintain accurate digital filing systems and standardized naming conventions Support reporting, recordkeeping, and administrative processes across departments Identify and implement process improvements to increase efficiency and accuracy Qualifications 2+ years of experience in billing, accounting support, or administrative operations Experience with electronic billing systems or customer invoicing portals Strong attention to detail and accuracy Excellent organizational and time management skills Proficiency in Microsoft Office (Excel required) or comparable tools Ability to communicate effectively across cross-functional teams Preferred Qualifications Experience in project-based, construction, or field service environments Familiarity with timekeeping or payroll systems Understanding of contract-based or customer-specific billing requirements Core Competencies Accountability and ownership Process discipline Analytical problem-solving Professional communication Confidentiality and data integrity Meade Benefits: · We are proud to provide a competitive compensation package for this role, with a base pay of $60,000. Actual Compensation will depend on several factors, such as location, professional experience, education, relevant training, transferable skills, organizational needs, and current market trends. Please note that the salary range is subject to future adjustments. · Meade offers a competitive benefits package designed to support the health, well-being, and financial security of our employees. This includes: · Medical, Dental, and Vision Insurance · Life Insurance · 401(k) Plan with Company Matching Contributions · Short- and Long-Term Disability Coverage · Flexible Spending Accounts (FSA) and Dependent Care Spending · Paid Time Off and Holidays for Full-Time positions · Bereavement and Jury Duty Pay · Tuition Reimbursement · Profit Sharing (Not a guaranteed benefit) · Wellness Incentive Programs, including access to BetterHelp therapy · Employee Recognition and Loyalty Programs Certain positions may also offer discretionary bonuses, car allowance or other incentives. Join our team and experience the support and benefits you deserve! Job Type: Full-time Pay: From $60,000.00 per year Benefits: 401(k) 401(k) matching Dental insurance Flexible spending account Health insurance Life insurance Paid time off Profit sharing Referral program Vision insurance Application Question(s): Will you now or in the future ever require visa sponsorship in order to work for our company? Work Location: In person