Project Accounting Coordinator

Position Summary

B&H Engineers, Inc. is seeking a Project Accounting Coordinator to own the production of client invoices from end to end. This position takes a project from an executed agreement through a clean, accurate, on time invoice that the client can approve without a phone call.

The work is detailed and deadline driven. Every invoice has to reflect the contract it was written against, the hours and expenses actually incurred, and the billing format each client requires. The person in this seat is the firm's single point of accountability for getting that right, every month, across the full project list.

B&H is a firm of fewer than thirty people. This is a visible role with direct working relationships across the project managers, the principals, and the firm's clients.

Reporting Relationship

Reports To

Accounting and Administration Manager

Direct Reports

None

Works Closely With

Project managers, Contracts Administration, accounts payable, and the firm's outside bookkeeper

Location

Dallas, Texas office

Key Responsibilities

Invoice Production

· Produce and issue all outbound client invoices on the firm's monthly billing cycle.

· Prepare invoices in the format each agreement requires, including lump sum percent complete, hourly not to exceed, phase and task billing, and client specific or AIA style formats.

· Verify that billed labor, expenses, and consultant costs agree to the project records before an invoice leaves the firm.

· Route draft invoices to the responsible project manager for review, track approvals, and hold the schedule so that billing closes on time.

· Apply retainers, deposits, and prior billings correctly and confirm that cumulative billings do not exceed the contract or authorized additional services.

· Transmit approved invoices to clients through the method each client requires, including email, client portals, and owner billing systems.

Contract and Project Setup

· Set up new projects for billing from the executed agreement, including fee, phases, billing terms, rate table, and client billing contacts.

· Record executed additional services and contract amendments against the correct project so that authorized fee stays current.

· Maintain accurate client billing contacts, purchase order numbers, tax exemption certificates, and vendor registrations.

· Flag any project billed against an agreement that is not fully executed, and escalate rather than proceed.

Accounts Receivable Support and Reporting

· Maintain the aged receivables report and circulate it to firm leadership on a set schedule.

· Perform first contact collections follow up on past due invoices and document every client response.

· Research and resolve client billing questions, disputes, and requests for backup, coordinating with the project manager where the question is about scope or progress.

· Escalate accounts that remain unresolved past the firm's threshold to firm leadership with a clear written summary.

· Prepare the monthly billing and receivables summary for the leadership meeting.

Records and Month End

· Maintain complete, organized billing files so that any invoice can be reconstructed with its backup on request.

· Support the month end close by confirming that all billable work has been invoiced or intentionally deferred, with the reason documented.

· Provide schedules and supporting documentation to the firm's outside bookkeeper and to auditors as requested.

Identify recurring causes of billing delay or rework and recommend process changes.

B&H Engineers, Inc. is a Native American owned engineering firm founded in 2005, specializing in the design and consultation of efficient, innovative, and quality mechanical, electrical, plumbing, and technology systems. From offices in Irving and Fort Worth, we serve healthcare, hospitality and entertainment, higher education and K through 12, municipal and federal, industrial, retail, and multi family projects across Texas. B&H is certified as a Texas HUB, Small Business Enterprise, and Minority Business Enterprise.

Our work is built on communication, collaboration, and coordination, and on four principles: design excellence, innovation, reliability, and sustainability. We evaluate how every element of a building interacts, from envelope and HVAC through lighting, controls, plumbing, and technology, and we deliver designs that meet the budget and the schedule they were promised against.