The posting
Lead Billing & Revenue Coordinator
Location: Richmond, Virginia Work Arrangement: Onsite Employment Type: Full-Time Job Category: Finance & Accounting Travel: Occasional travel to regional field offices, equipment yards, and job sites.
Position Overview
We are seeking an experienced Lead Field Billing & Revenue Coordinator to serve as a critical link between field operations, customers, and the Accounting team.
This position is responsible for ensuring that completed field work is captured accurately and on time, transferred correctly between operational and accounting systems, and billed to customers promptly and accurately.
The successful candidate will work closely with foremen, supervisors, project managers, operational leaders, Accounting, and customers to maintain accurate production records, resolve billing discrepancies, monitor unbilled revenue, and support timely collections.
This role is well suited for someone who understands construction or utility field operations, unit-price billing, job costing, and the importance of converting completed field work into accurate and timely revenue.
Key Responsibilities
Field Production Data & Systems Administration
- Work with foremen, supervisors, and managers to ensure daily pay items, quantities, and supporting information are entered accurately and on time.
- Monitor daily field-data submissions and follow up on missing, late, incomplete, or unapproved entries.
- Review pay-item quantities against contract or work-order pricing, scope, and job-cost codes.
- Research and resolve discrepancies with field personnel before customer billing.
- Verify that field information transfers accurately between HCSS HeavyJob and Microsoft Dynamics SL.
- Reconcile information between systems and identify rejected, failed, or inaccurate transfers.
- Work with Accounting, Operations, and IT to resolve system or data issues.
- Maintain job setup, pay items, and cost codes within applicable systems.
- Identify recurring data-entry or process issues and recommend improvements that reduce rework and accelerate billing.
Billing & Unbilled Revenue
- Prepare and issue accurate customer invoices using approved field-production data and pay sheets.
- Ensure invoices comply with contract pricing, customer requirements, and applicable billing or customer-portal procedures.
- Monitor unbilled revenue/work-in-progress (WIP) to ensure completed work is billed promptly.
- Research aged or unbilled items and identify barriers such as missing documentation, approvals, pricing information, or change orders.
- Work with Project and Operations leadership to resolve outstanding items and move completed work to billing.
- Prepare weekly and monthly billing and unbilled-revenue reports for management.
- Highlight aged items, outstanding issues, and anticipated billing dates.
- Track pay sheets and billing activity across assigned customers and operational areas.
- Review contract price changes and escalations and help ensure current rates are applied.
- Coordinate billing setup and procedures for new customers, contracts, and work orders.
Customer Relations, Disputes & Collections
- Build and maintain positive, professional relationships with customer billing, accounts payable, and project contacts.
- Serve as a liaison between customers, Accounting, and field operations to facilitate efficient billing.
- Respond to customer billing questions and help resolve short-pays, discrepancies, and disputes.
- Research disputed items and gather appropriate field and billing documentation.
- Coordinate credits, corrections, and rebilling when necessary.
- Review aging reports for past-due invoices.
- Contact customers regarding outstanding balances and perform appropriate collection follow-up.
- Maintain professional and solutions-oriented communication throughout the billing and collection process.
Month-End & Team Support
- Support month-end close by ensuring completed work has been billed or appropriately identified as unbilled.
- Communicate outstanding billing status and potential issues to management.
- Help resolve items that could delay timely month-end close.
- Review and process transactions within applicable document-management systems.
- Participate in team meetings and promote effective collaboration between field and office teams.
- Perform other related duties as assigned.
Qualifications
- 2–4 years of experience in billing, accounts receivable, project accounting, or a related function.
- Experience within construction, utilities, infrastructure, contracting, or field-services operations strongly preferred.
- Understanding of unit-price billing, pay items, job costing, and production-based billing.
- Working knowledge of HCSS HeavyJob or similar field-data collection software strongly preferred.
- Experience with Microsoft Dynamics SL or a comparable ERP/accounting system preferred.
- Experience with customer billing portals preferred.
- Advanced Microsoft Excel skills, including PivotTables, lookups, and data reconciliation.
- Proficiency with Microsoft Word, Outlook, and Adobe PDF.
- Strong analytical, reconciliation, and problem-solving skills.
- Exceptional attention to detail and commitment to data accuracy.
- Strong customer-service skills with the ability to professionally manage billing questions and disputes.
- Ability to communicate effectively and build credibility with field personnel, including foremen, supervisors, project managers, and operational leadership.
- Ability to train and coach users on systems and billing processes.
- Strong organizational and time-management skills.
- Ability to manage multiple priorities while meeting daily, weekly, and month-end deadlines.
- Strong written and verbal communication skills.
Education
- High school diploma or equivalent required.
- Associate's or bachelor's degree in Accounting, Finance, Business Administration, or a related discipline preferred.
- A combination of education and relevant professional experience may be considered in lieu of a degree.
Work Environment & Physical Requirements
This is an onsite position based in Richmond, Virginia and works primarily within an office environment.
Occasional travel to regional offices, equipment yards, and active job sites may be required to support field personnel. Field visits may involve exposure to outdoor weather conditions, uneven terrain, and active construction environments. Appropriate personal protective equipment will be required when visiting field locations.
Additional hours may occasionally be required during month-end close.
The position requires the ability to:
- Sit and work at a computer for prolonged periods.
- Regularly communicate in person, by telephone, electronically, and in writing.
- Use standard computers, phones, and office equipment.
- Occasionally stand, walk, reach, stoop, or kneel when visiting operational locations.
- Occasionally lift and carry up to 15 pounds.
Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.
Benefits
- Competitive compensation
- Comprehensive health and welfare benefits
- Employer-matched 401(k)
- Paid time off
- Career advancement opportunities
- Employee Assistance Program (EAP)
Equal Employment Opportunity
We are an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex, pregnancy, national origin, age, disability, genetic information, veteran status, or any other characteristic protected by applicable federal, state, or local law.
Other Duties
This job description describes the general nature and level of work associated with this position and is not intended to contain a comprehensive listing of every responsibility, duty, or activity required. Responsibilities and business needs may change at any time with or without notice.
