• Dayton, OH



The Accounting & Billing Coordinator is responsible for ensuring accurate entry and maintenance of project information into the accounting system, creating client invoices monthly, and submitting required reporting.  This position will be required to read and understand the financial requirements of the company’s contracts. This role will work closely with clients to understand project requirements and will also coordinate with sub-consultants.  The Coordinator must be able to develop strong relationships with Project Managers to gain trust and understand expectations, which is necessary to be successful in this position.

In addition to their billing responsibilities, the Coordinator will assist with several of the other functions of the Accounting Department. These include but are not limited to; A/P processing, timesheet and payroll processing and the issuance of insurance certificates.



  • Associates degree in Accounting, Finance, and/or an equivalent degree
  • 2-4 years accounting office experience
  • Experience in Microsoft Excel, Outlook and Word is required
  • Automated accounting system experience required. Deltek products experience is a plus.
  • Prior Professional Services experience a plus.
  • Effective communication (both oral and written), organizational and interpersonal skills.
  • Strong work ethic and eagerness to produce high quality results.
  • Must be a self-starter and willing to learn and grow within the position.
  • Ability to work independently, as well as part of a team and build professional relationships with internal and external clients.
  • Keen attention to detail and strong problem-solving skills
  • Ability to prioritize and multi-task.
  • High level of professionalism and standards.



  • Enter project information into the accounting system based on contracts and Project Manager/Client preferences
  • Request contracts, job cost budgets, fee breakouts, authorizations to proceed, etc., as necessary.
  • Review project budgets and labor plans to ensure that they remain up to date, and support the Project Manager and Management in defining and updating of project budgets and forecasts in order to provide all necessary data.
  • Maintain, track and update project-related records, including contracts, change orders and additional services.
  • Work with Project Managers to ensure that appropriate contracts are in place to bill (Owner/Architect, Subconsultants)
  • Review labor and expenses to ensure they are posted correctly.
  • Review and process consultant invoices, rejecting and requesting revised invoices as needed and ensuring that all required documentation is received.
  • Coordinate and communicate with Project Managers, Clients, and Consultants to ensure accurate and timely billing; considered first point-of-contact for most billing inquiries.
  • Prepare and distribute invoices in accordance with contractual agreements, billing cycles and Client deadlines, ensuring that all required documentation is in place.
  • Prepare, collect, and submit special reporting for Heapy and sub-consultants including but not limited to Pay Apps, Utilization reports, EBO reports (SBE/MBE/WBE, etc.), timesheets, lien waivers, etc.
  • Perform collections on outstanding invoices.
  • Reconcile fees and investigate discrepancies as needed.
  • Process invoice adjustments/credits and facilitate the write-off process for old outstanding invoices to minimize uncollectable A/R.
  • Close out projects upon completion.
  • Compile information for internal and external auditors, as required.



  • Review employee timesheets for accuracy and resolve discrepancies with the employee or Practice Leader.
  • Train new employees in the proper use of the Deltek timesheet and expense report.
  • Reconcile company credit cards and resolve any issues with the cardholder.
  • Maintain required client vendor registrations.
  • Provide clients and other vendors with required insurance certificates.
  • Serve as primary backup for A/P processing.


Equal Opportunity Employer M/F/D/V


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