FIRM DESCRIPTION

Heintges Consulting Architects & Engineers is committed to the realization of innovative building enclosures which meet the highest levels of sustainability and performance. We maintain a broad portfolio of impactful projects worldwide including art museums, cultural centers, academic and government buildings, and supertall towers. Our work is guided by a shared commitment to quality, as our talented professionals collaborate with clients and contractors to deliver exemplary projects. Our firm is a certified WBE, and diversity, equity, and inclusion are fundamental for us.

At Heintges we are focused on cultivating a supportive office environment of positivity, respect, professionalism, sharing of information, and good work-life balance. Generous benefits include paid time off, medical/dental, 401k, profit sharing, cell phone reimbursement, annual budget for external professional development, weekly staff lunches, and team-building gatherings.

We have an opportunity for a detail-oriented billing and payables specialist to join our business team, and to contribute to the many aspects of running a thriving medium-sized firm. An ideal candidate will bring a good sense of perspective and humor to collaborate face-to-face with Project Managers. The first half of every month is more demanding than the second half. This is a full time in-person position in New York City, reporting to the Director of Operations. Following a successful 3-month training period, working from home one day per week will be optional.

RESPONSIBILITIES

Project Accounting

Run monthly project manager meetings, prepare accurate, complex monthly project invoices, and distribute to clients in a timely basis. Maintain billing contact list to assure invoice recipients are up to date.
Maintain monthly invoice list to identify submission requirements for each invoice and monitor status of monthly submissions.
Review contracts and become familiar with project billing requirements.
Monitor project budgets and expenses to assure costs are accurately recorded and billed.
Resolve billing issues.
Review and approve employee expense reports and time sheets.
Ensure that expense reports and associated receipts and documentation are organized and accurate for each invoice submission.

Accounts Receivable

Generate collections report bi-weekly and lead efforts in collection of aged receivables. Follow-up with clients having past due accounts.

Accounts Payable

Accurately record vendor invoices, prepare weekly vendor payments, and remit payment to vendors.
Complete monthly reconciliation of company credit card accounts.

Other Office and Administrative Responsibilities

Other office and administrative duties / ad-hoc projects as required within the context of the business unit of the firm.
Cover front desk responsibilities during absence of Facilities Coordinator.

REQUIREMENTS

2+ years of experience in invoicing, preferably in the architectural / engineering field.
Experience with project billing software Ajera preferred.
Proficiency with Microsoft Office, particularly Excel and Word required.
Strong organization skills and attention to detail are critical to success in this role.
Excellent interpersonal and customer service skills.
Excellent verbal and written communication skills.
Friendly, proactive, and calm demeanor; ability to work under pressure.
Degree in related field preferred.

Application Instructions / Public Contact Information

Kindly submit both a cover letter addressing your experience and interests to the specific responsibilities of this position, and your resume.

Application Deadline
11/01/2024

Heintges Consulting Architects & Engineers jobs

BILLING & PAYABLES COORDINATOR