Billing Specialist

Philadelphia, PA

Full Time | Exempt

What We are Looking for

SN is partnering with Jacobs Wyper Architects (JWA) in their search for a Billing Specialist to join their award-winning architectural, planning, and interior design firm. We’re looking for someone who would be based out of the Philadelphia PA office to support work across firms in Philadelphia, Raleigh, NC, and Austin, TX locations, bringing their billing acumen to the role.

In this pivotal position, you will work closely with the Senior Project Accountant and outsourced accounting consultants, and are responsible for the accurate and timely preparation and processing of client invoices across a portfolio of projects, supporting the firm's revenue cycle and cash flow objectives. Working closely with project managers and the finance team, the Billing Specialist ensures that invoices are prepared in accordance with contract terms and client requirements, and that billing records are maintained with a high degree of accuracy within the Architecture & Engineering industry.

What You Will Be Doing

Key Deliverables

• Prepare and issue accurate, timely client invoices in accordance with contract terms, including lump sum, time-and-materials, unit price, and cost-plus billing structures under the guidance of the Senior Project Accountant.
• Review draft invoices for accuracy, ensuring labor, expenses, and subconsultant costs are correctly applied and supported by appropriate documentation.
• Coordinate with project managers to obtain billing approvals, clarify billing details, and resolve discrepancies prior to invoice submission.
• Track and follow up on outstanding invoices, supporting the collections process and maintaining up-to-date accounts receivable records.
• Process and track subconsultant invoices, purchase orders, and expense reports associated with assigned projects.
• Process billing adjustments, credit memos, and write-offs as directed by project managers or Finance leadership.
• Maintain organized and audit-ready billing files and documentation for all assigned projects.
• Assist with month-end close activities, including billing reconciliations and accounts receivable reporting.
• Respond promptly to client billing inquiries, working with project managers to resolve issues and ensure client satisfaction.
• Work with project managers and project teams to provide timely financial insights and support informed project decision-making.
• Project set-up in Vantagepoint.
• Other ad-hoc duties as assigned and provide redundancy and coverage for the Senior Project Accountant as needed

Key Relationships & Collaboration

Relationships:

• Position reports directly to the Senior Project Accountant and supports them in month-end close activities, financial reporting, and accounts receivable reconciliations.

Collaboration:

• Collaborate closely with project managers to gather billing information, obtain approvals, and resolve invoice discrepancies.
• Coordinate with clients on billing inquiries, invoice corrections, and payment status as needed.
• Partner with subconsultant and vendor contacts to ensure accurate pass-through billing and cost documentation.

Key Skills, Education & Experience

Skills:

• Strong attention to detail and commitment to accuracy in financial reporting and billing.
• Excellent organizational skills with the ability to manage multiple projects and deadlines simultaneously.
• Effective communication skills to translate financial data into clear, actionable information for non-financial project managers.
• Collaborative and service-oriented approach to working with project teams across the firm.
• Proactive problem-solver who identifies financial risks early and escalates or resolves them promptly.
• Adaptability to manage shifting priorities in a dynamic, project-driven work environment.
• High level of integrity and professionalism in handling sensitive financial information.

Education & Experience:

• Associate's or Bachelor's degree in Accounting, Finance, Business Administration, or a related field preferred.
• 3–5 years of billing or accounts receivable experience preferably in an architecture, engineering, or professional services firm.
• Familiarity with project-based billing, including time-and-materials, lump sum, percentage-of-completion revenue recognition, cost-plus invoicing and AEC contract billing structures.
• Experience with project accounting or ERP software (e.g., Deltek Vantagepoint or similar AEC-focused platforms) strongly preferred.
• Proficiency in Microsoft Excel and Microsoft Office Suite.

Work Environment

• Primarily office-based with prolonged computer use and minimal physical demands. This position is eligible for hybrid work; however, any on-site work requirements will be established by the employer based on operational needs. The employer complies with all applicable federal, state, and local employment laws, including reasonable accommodation requirements.
• Occasional extended hours during peak billing cycles or month-end close periods may be required based on business needs.

About Jacobs Wyper Architects

Jacobs Wyper Architects (JWA) are in the business of transformation. Together with their clients and partners, they envision spaces where people are freed to work more productively, make discoveries, and live healthier and more joyful lives. They love what they do. Firm works not just for the love of architecture and design, but to satisfy a calling to improve the quality of life in their communities, both today and in the sustainable future. Their process is collaborative by design.

Jacobs Wyper Architects provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.