Billing Specialist (Professional Services)

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<h2 style="text-align: center;">Billing Specialist (Professional Services)</h2>

<div style="text-align: center;"><span style="font-size: 12pt;"><strong>Jacksonville, FL </strong></span></div>

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<div style="text-align: center;"><span style="font-size: 12pt; color: rgb(186, 55, 42);"><strong>We Exist to Transform our Customers and Change Lives</strong></span></div>

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<p><strong>Who We're Looking For</strong></p>

<p>The Professional Services Billing Specialist owns the end-to-end billing lifecycle for RF-SMART's professional services engagements. Working primarily in SuiteProjects Pro (OpenAir) and NetSuite, this role is responsible for accurate and timely invoicing, SOW and contract compliance, invoice approval management, and month-end reconciliation. Success in this role requires strong process discipline, a collaborative work ethic and commitment to deadlines, and a sharp eye for detail. The ideal candidate also takes ownership of their work, anticipates roadblocks, and communicates early when something needs attention. </p>

<p><strong>What You'll Do:</strong></p>

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<li>Manage weekly and monthly billing operations in SuiteProjects Pro (OpenAir) and NetSuite, including billing rule setup, invoice creation, and Managed Services invoicing.</li>

<li>Review SOWs, email approvals, and change orders to ensure billing terms, rates, and revenue recognition are applied correctly before invoices are generated.</li>

<li>Execute a structured month-end close process, including pre-invoicing data validation, net-zero charge cleanup, invoice creation, and submission to approvers.</li>

<li>Monitor invoice approval queues throughout the approval period; follow up with approvers, research and resolve rejections quickly, and escalate when needed - with documentation.</li>

<li>Ensure invoices are reconciled between NetSuite and OpenAir or Reconcile invoices between NetSuite and OpenAir</li>

<li>Maintain the SOW Database with new contracts and change orders; run weekly Rate Reconciliations to ensure billing rates match contracted SOW values before invoicing.</li>

<li>Respond to internal inquiries related to invoices in a timely and professional manner.</li>

<li>Identify and recommend process improvements that increase billing accuracy and efficiency.</li>

<li>Maintain collaborative relationships with key stakeholders in other departments.</li>

<li>Perform Ad-Hoc duties as assigned.</li>

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<p><strong>What You'll Need: </strong></p>

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<li>High school diploma with 2–4 years of billing and invoicing experience, preferably in professional services or the software industry.</li>

<li>Experience with project-based billing structures — time-and-materials, fixed fee, and milestone billing.</li>

<li>Hands-on experience with an ERP or PSA system (NetSuite, Oracle, Salesforce, or equivalent).</li>

<li>Proficiency in Microsoft Excel, including pivot tables for reconciliation and reporting.</li>

<li>Proven ability to manage multiple recurring deadlines without missing SLAs.</li>

<li>Strong written and verbal communication skills, including the ability to professionally escalate when required.</li>

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<p><strong>Preferred Qualifications- Not required </strong></p>

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<li>Associate's degree in Business, Accounting, Finance, or related field — or equivalent experience.</li>

<li>Hands-on experience with NetSuite SuiteProjects Pro (OpenAir) for billing, time tracking, and expense management.</li>

<li>Familiarity with the data integration between SuiteProjects Pro and NetSuite.</li>

<li>Prior exposure to multi-currency invoicing or global billing practices.</li>

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<p><strong>Key Competencies</strong></p>

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<li>Process discipline and SLA ownership</li>

<li>Accuracy under deadline pressure</li>

<li>Cross-functional collaboration</li>

<li>Proactive communication and escalation judgment</li>

<li>Root-cause problem-solving</li>

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<div><em><strong><span style="font-size: 8pt;">Employer does not sponsor applicants for employment visa status (e.g., H-1B visa status).</span></strong></em></div>

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<div><em><strong><span style="font-size: 8pt;">General Information: </span><span style="font-size: 8pt;">The above noted job description is not intended to be an exhaustive list of all duties and responsibilities that may be assigned, but rather to give personnel so classified a general sense of the responsibilities and expectations of the job. As the nature of business demands change so, too, may the essential functions of this specific position and/or the skills and abilities required. RF-SMART is an Equal Employment Opportunity (EEO) employer.</span></strong></em></div>

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