Marine Services Billing Coordinator

Description

EnviroScience, Inc., headquartered in Stow, Ohio, with additional offices in North Carolina, Tennessee, Virginia, and West Virginia, is a niche provider of environmental consulting services. We employ over 160 highly skilled and technical employees that develop unique, cost-effective solutions for our clients’ environmental, infrastructure and regulatory needs. Our clients repeatedly choose EnviroScience because of our technical expertise, client advocacy, high quality work, and outstanding reputation with regulators and industry executives.

EnviroScience is currently seeking a full time Billing Coordinator for our Marine Services practice area.

The Marine Services Billing Coordinator plays a crucial role in supporting the Marine Services operations team by managing administrative tasks, financial processes, and logistical coordination. This role ensures that all Marine Services run efficiently, with a strong focus on accurate financial management, resource allocation, and regulatory compliance. This role also requires strong organizational skills, attention to detail, and the ability to work independently while managing multiple priorities.

Essential Duties & Responsibilities

Marine Services Financial Administration
• Manage the billing process for Marine Services.
• Process invoices, expense reports, and purchase orders.
• Assist with the preparation of budget reports and financial summaries.
• Reconcile monthly expenses and ensure proper documentation for financial transactions.
• Implement and oversee cost-plus billing procedures, ensuring that all costs are accurately captured and invoiced.
• Monitor accounts receivable and follow up on aging invoices to ensure timely payment.
Provide detailed cost reports to management for project evaluation.

Communication and Coordination
• Act as a point of contact for internal and external communications, ensuring prompt and professional responses.
• Manage incoming calls and visitors.
• Assist in the onboarding process for new employees, including the preparation of necessary documents and orientation schedules.

Marine Services Travel and Logistics
• Coordinate travel arrangements for Marine Services personnel, including booking transportation, accommodations, and related logistics.
• Ensure that all travel complies with company policies and budget constraints.

Project Support
• Provide administrative support to employees in the Marine Services practice area, including scheduling meetings, preparing agendas, and taking minutes.
• Assist in the coordination and tracking of project-related activities, including timelines, deliverables, and communication.
• Ensure accurate and timely entry of data into company systems and databases.

Weekly Project Quote/Project List
• Prepare and maintain a weekly project quote list, ensuring all quotes are updated and distributed to relevant stakeholders.
• Track project progress and update the project list regularly.
• Report billable hours for the group on a weekly basis

The successful candidate will need to collaborate effectively with PMs, leadership and field/reporting staff within the Marine Services practice area. The candidate should be organized and able to communicate back to employees to ensure billing projects are on-track and any issues are addressed. Work assignments will all be office based. This position does not require, but may include elective outdoor work or overnight travel. This position is an in-office role with a dedicated desk space provided at the Stow, Ohio office location. 

Qualifications

Minimum Qualifications:
• Education: High School Diploma or equivalent.
• Experience: 3 years of experience in an administrative or office support role.

Preferred Qualifications:
• Experience:
o Associate’s degree or higher in Business Administration, Office Management, or a related field.
o Experience with office management software or tools (e.g., Unanet, QuickBooks).
o Familiarity with basic accounting principles and financial record-keeping.
o Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Desired Skills:
• Strong attention to detail and accuracy in all work tasks.
• Ability to multitask and manage several projects simultaneously.
• Excellent interpersonal skills and the ability to work collaboratively with team members.
• Ability to handle sensitive information with confidentiality and integrity.
• Problem-solving skills and the ability to work independently with minimal supervision.
• Excellent written and verbal communication abilities.
• Strong organizational and time management skills.
• Ability to work well with others in a fast-paced environment
• Creative and forward-thinking personality required; someone who is quick to learn and eager to take on responsibility