Billing Specialist – Project Accounting

Job Description

Billing Specialist | VST Engineering Inc.

The Tone:
This is a full-time, hybrid role at VST Engineering, located in Oakland, CA, requiring 4 days per week in the office. VST Engineering is a growing multidisciplinary engineering consulting firm that delivers transportation, infrastructure, and public works projects throughout California. This position offers an excellent opportunity for an early-career accounting professional to build a long-term career in project accounting within the Architecture, Engineering, and Construction (AEC) industry. The Billing Specialist is essential for ensuring accurate and timely client and subconsultant invoicing, directly supporting the financial health and operational success of the company’s critical projects.

The TL;DR
• Role: Early Career
• Type: Full-time
• Location: Hybrid, Oakland, CA
• Team: Finance team, collaborating with Project Managers and Accounting staff
• Mission: Owns the accurate and timely preparation and processing of all client and subconsultant invoices for multiple engineering projects.
• Tech Stack: Deltek Ajera, Airtable, QuickBooks, Deltek, Sage, Microsoft Dynamics, NetSuite, ERP systems

What You’ll Actually Do
• Invoicing Management: Prepare and process client and subconsultant invoices for multiple engineering projects.
• Diverse Billing: Process Time & Materials, Fixed Fee, Milestone, and Cost-Reimbursable invoices.
• Client Portal Operations: Submit invoices through client billing portals and monitor their status, assisting with collections and payment follow-up.
• Financial Reporting & Support: Maintain project billing records and documentation, generate billing reports, and support month-end accounting activities.
• Project Lifecycle Administration: Assist with project setup, contract administration, and project closeout activities.

The Must-Haves
• Background: Early-Level. Associate’s Degree (AA) or Bachelor’s Degree (BA) in Accounting, Finance, Business Administration, or a related field preferred.
• Experience: 3+ years of billing, accounting, accounts receivable, or project accounting experience. Experience in the Architecture, Engineering, Construction (AEC/AECE) industry is highly preferred.
• Skills: Strong attention to detail, excellent organizational skills, ability to manage multiple priorities, and effective communication and customer service skills.
• Bonus: Experience using Deltek Ajera or similar project accounting software, experience with Airtable or other project management/database platforms, and familiarity with project lifecycle billing, contract administration, and accounts receivable processes.