Billing Specialist

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 ResponsibilitiesBilling & InvoicingPrepare, review, and submit electronic invoices through customer billing portals and internal systemsVerify invoice accuracy against contracts, rates, and project requirementsMonitor invoice status and proactively resolve discrepancies, rejections, or delaysPartner with finance and operations teams to ensure timely billing cyclesTimesheet AdministrationCollect, track, and validate employee timesheets for accuracy and completenessReconcile labor hours to projects, work orders, and billing requirementsCoordinate with supervisors and field teams to address variances or missing informationInvoice Support DocumentationCompile and maintain all required backup documentation including timesheets, receipts, approvals, and supporting recordsEnsure documentation meets client and contractual standardsMaintain audit-ready records for all billed workDocument Control & Administrative SupportManage document organization, storage, and version control for billing and project filesMaintain accurate digital filing systems and standardized naming conventionsSupport reporting, recordkeeping, and administrative processes across departmentsIdentify and implement process improvements to increase efficiency and accuracyQualifications2+ years of experience in billing, accounting support, or administrative operationsExperience with electronic billing systems or customer invoicing portalsStrong attention to detail and accuracyExcellent organizational and time management skillsProficiency in Microsoft Office (Excel required) or comparable toolsAbility to communicate effectively across cross-functional teamsPreferred QualificationsExperience in project-based, construction, or field service environmentsFamiliarity with timekeeping or payroll systemsUnderstanding of contract-based or customer-specific billing requirementsCore CompetenciesAccountability and ownershipProcess disciplineAnalytical problem-solvingProfessional communicationConfidentiality and data integrityMeade 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!