Project Billing Specialist

Project Billing Specialist 

CES Group Engineers, LLP 

Charlotte, NC 28273

Company Overview

CES Group Engineers, LLP is dedicated to creating innovative physical solutions that enhance both natural and structural environments. With decades of experience and a commitment to exceptional service, we leverage engineering design, landscape architecture, and applied science to deliver intelligent solutions for our clients.

Position Overview

We are seeking a Project Billing Specialist to join our Charlotte, NC office.
This role focuses on the day-to-day management of project billing activities, including invoicing, collections, project setup, and financial reporting. The ideal candidate thrives in a hands-on environment, enjoys working with financial details, and takes pride in ensuring the accuracy and timeliness of billing and project accounting processes. A strong attention to detail, excellent organizational skills, and a proactive approach to managing deadlines are key to success in this position.

Key Responsibilities

Project Setup and Maintenance

• Set up new projects in our billing system (Deltek Ajera experience preferred, or similar project billing software).
• Create and maintain accurate project records, ensuring contract details and insurance certificates are in place.
• Close out projects upon completion, coordinating with project managers and directors.

Billing and Invoicing

• Capture time entries and ensure they are allocated correctly to projects.
• Prepare and finalize client invoices, including lien waivers and required billing documentation.
• Send invoices according to contract terms, generally by the 10th of each month.
• Support month-end billing processes and provide draft reports to the CFO.

Accounts Receivable / Collections

• Monitor accounts receivable and perform regular collections outreach to maintain days outstanding within benchmarks.
• Prepare monthly client statements and follow up on delinquent accounts in collaboration with directors.

Subcontractor Payments

• Prepare and process timely payments to subcontractors, ensuring compliance with contract terms.

Reporting and Data Management

• Complete month-end final reports in the billing system for the CFO review.
• Prepare and distribute monthly and annual reports as requested by leadership.
• Perform accurate data entry and support general bookkeeping and office finance tasks.
• Support DOT compliance activities by maintaining updated records for audits and certifications.

Timekeeping and Payroll Support

• Set up new employees in Ajera and provide system training.
• Ensure timely and accurate timesheet submissions and approvals.
• Assist with labor recap reports and payroll-related invoicing.

Qualifications

Education

• Associate or Bachelor’s degree in Finance, Accounting, Business Administration, or a related field preferred.
• Equivalent work experience will be considered.

Experience

• 3+ years of experience in project billing, invoicing, collections, or similar office finance support roles.
• Experience working with Deltek Ajera or a comparable project billing database strongly preferred.
• Background in the A/E/C (Architecture/Engineering/Construction) industry is a plus.

Skills and Abilities

• Passion for billing, bookkeeping, and administrative financial work.
• Exceptional attention to detail, organizational skills, and accuracy.
• Strong communication and collaboration skills.
• Proficiency in Microsoft Office Suite (especially Excel).
• Ability to prioritize, multitask, and meet monthly deadlines consistently.

Other Requirements

• Valid driver’s license.
• Ability to lift up to 25 lbs.
• Office-based role, Monday–Friday, with occasional extended hours during billing periods.

Compensation and Benefits

• Competitive salary based on experience and qualifications.
• Comprehensive benefits package for full-time employees.
• Opportunities for growth and development within the company.

Job Type: Full-time

Pay: $65,000.00 - $75,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Disability insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• On-site gym
• Paid time off
• Referral program
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Overtime

Supplemental Pay:

• Bonus opportunities
• Overtime pay

Education:

• Associate (Required)

Experience:

• Accounts receivable: 3 years (Required)
• Client invoicing: 3 years (Required)

License/Certification:

• Driver's License (Required)

Ability to Commute:

• Charlotte, NC 28273 (Required)

Ability to Relocate:

• Charlotte, NC 28273: Relocate before starting work (Required)

Work Location: In person