Billing Specialist

Short Description

We're hiring a Billing Specialist to prepare accurate, timely invoices for our projects and keep customer billing records in order

• Position Supervises: None
• Position Structure: Full Time / Hourly / In Office
• WHAT APACHE INDUSTRIAL HAS TO OFFER

Apache Industrial Services offers career opportunities for both Craft and Non-Craft employees. Whether you work in the field or support our operations from the office, you'll be part of a team that values safety, teamwork, and quality.

We provide opportunities to gain experience, grow, and advance your career while working alongside experienced and supportive teammates. At Apache Industrial, every role plays an important part in our success.

Position Overview

As a Billing Specialist at Apache Industrial, you will prepare, submit, and maintain customer invoices for assigned projects and regions. The role handles high-volume billing across a variety of contract types, making sure every invoice matches contract terms, customer requirements, and tax rules. You will work with operations, Accounts Receivable, and customers to resolve billing questions and discrepancies.

A TYPICAL DAY MIGHT INCLUDE: Contract Review & Billing Setup

• Reviewing and interpreting contracts, purchase orders, and service agreements to confirm billing terms
• Monitoring invoice requests and tracking project status with operations to identify work that is ready to bill
• Applying an understanding of cost components (e.g., time and materials, labor) to ensure accurate billing
• Maintaining accurate customer billing accounts and records in the billing system, including validating Tax Identification Numbers (TINs)

Invoicing & Submission

• Generating invoices, credit memos, and debit memos
• Submitting invoices according to each customer's requirements (e.g., email, online portal, AIA pay applications, TRACK), including preparing and mailing paper invoices where required
• Performing billing adjustments, including reissuing, canceling, and crediting invoices and adjusting rates as needed
• Ensuring invoices comply with applicable tax regulations and company policy

Reconciliation & Issue Resolution

• Reconciling billing records against contracts, purchase orders, and service agreements
• Investigating and resolving billing discrepancies or disputes with internal teams and customers
• Responding to customer and employee questions about invoices and payments
• Coordinating with Accounts Receivable on outstanding balances and gathering the documentation needed to collect overdue accounts

Reporting & Month-End

• Posting daily and weekly revenue into the reporting system and supporting month-end close
• Preparing periodic billing reports and summaries for management
• Retaining supporting documents and customer communications

General

• Following all company safety rules and procedures and supporting continuous improvement of the safety program and quality management system
• Performing other duties as assigned

Education & Experience

Required

• 1+ years of billing, accounts receivable, or accounting experience
• Experience handling high-volume invoicing with a high degree of accuracy

Preferred

• Bachelor's degree in Accounting, Finance, or a related field
• Experience using Microsoft Dynamics SL (Solomon)
• Billing experience in the engineering and construction industry, including AIA pay applications and retainage

Knowledge, Skills, and Abilities

• Strong organizational and time-management skills, with the ability to prioritize multiple tasks and meet billing-cycle and month-end deadlines
• Strong attention to detail and accuracy in data entry and invoice preparation
• Ability to read and interpret contract billing terms
• Proficiency with Microsoft Office, including Excel (VLOOKUPs, pivot tables, etc.), SharePoint, Outlook, and Word
• Strong analytical and problem-solving skills
• Clear, professional written and verbal communication with internal teams and customers
• Discretion in handling confidential financial information
• Ability to work independently and as part of a team

Physical Demands & Working Conditions

• Sitting or standing at a workstation for prolonged periods, with occasional walking, bending, and reaching
• Light work that includes lifting or moving objects up to 20 pounds
• Working primarily in an office environment; no adverse environmental conditions expected
• May occasionally be required to work extended hours, weekends, or travel based on business needs
• Ability to perform the essential functions of the position, with or without reasonable accommodation
• Regular use of computers, phones, and other standard office equipment