655 Time-Based Billing Clerk - Houston, TX Full Time

Position Overview

The Time-Based Billing Clerk is primarily responsible for accurately tracking and billing for services rendered based on the billable time spent on call out and nested run and maintain jobs, turnarounds and projects to ensure clients are billed timely and without error.  This includes tasks such as maintaining detailed time-based billing records of work performed, reviewing time entries, calculating billable amounts, reconciling invoices and timesheets, and collaborating closely with payroll, operations and other departments to ensure accurate billing and payroll practices. The ideal candidate will have a comprehensive understanding of customer contracts to include payment terms, billing frequency, scope of work, time and materials, change orders, and cost control and experience working within industries where time-based billing is commonly used such as oil and gas, renewable energy, and manufacturing.

Key Responsibilities

Time Tracking and Entry

·         Monitor and ensure accurate tracking of employee hours

·         Review and verify time entries from employees and convert them into billable and non-billable rates

·         Accurately record time spent on various jobs and projects by employees, using time-tracking systems or manually

Invoice Processing and Reconciliation

·         Prepare and process invoices based on time spent, including hourly rates, details of work performed, and any applicable costs

·         Verify invoices for accuracy by comparing them to time sheets, work scope, project records, and client contracts

·         Ensure accurate and efficient time and resource allocation

Record Keeping and Reporting

·         Generate reports for internal and external use, tracking billing progress, billing amounts, and outstanding receivables

·         Manage billing data; maintain organized records of time entries, invoices, billing cycles and payments, as well as other billing related documents

·         Ensure that invoices are accurate, timely and comply with billing regulations

·         Update customer site records with relevant billing information

·         Prepare billing reports on billing activity as needed

Administrative Support

·         Handle general administrative support tasks such as answering phones, transferring calls, greeting clients and visitors, filing, copying, and data entry

·         Assist in providing support with customer inquiries as needed

Collaboration and Communication

·         Work closely with internal and external business partners to ensure accurate time entry and billing practices

·         Collaborate with other departments, such as operations management, human resources, payroll, and accounts receivables to maintain seamless billing operations

·         Assist with customer inquiries regarding billing invoices, resolve discrepancies, and provide necessary information

·         Respond to operations and employee inquiries about billable data such as time worked, expenses, per diem, and mobilization/demobilization entries

·         Address and resolve billing discrepancies in a professional and timely manner

Compliance

·         Ensure that all billing practices comply with company policies, industry regulations, and client contracts

Qualifications, Experience and Requirements:

·         High School Diploma or equivalent is required

·         Minimum of three (3) years of experience in a timekeeping and/or billing related role is required

·         Comprehensive understanding of time-based billing practices including ability to understand contract clauses, how time is tracked, billed and documented is strongly preferred and will be considered an advantage

·         Intermediate skillset with Microsoft Office Suite (Excel, Word, Outlook, Teams) is required; strong background in Excel is strongly preferred

·         Experience with time-tracking and/or billing software (QuickBooks, Sage 300, TRACK) will be carefully considered

·         Experience working in the oil and gas industry or similar considered an asset

·         Must have strong mathematical skills; ability to calculate accurately

·         Ability to multitask and thrive in a fast-paced demanding environment

·         Ability to prioritize and complete tasks with minimal supervision

·         Excellent oral and written communication skills

·         Ability to collaborate harmoniously with internal and external stakeholders to ensure accurate billing practices and compliance

·         Must be capable of managing tasks, schedules and information

·         Excellent organizational and time-management skills and ability to meet deadlines

·         Must have strong analytical skills and attention to detail to ensure accurate time entries and invoicing

·         Perform other related duties, as assigned

·         Pre-employment background checks will be required

Work Conditions:

·         Position is office-based on site or out of a branch office

·         Work is performed in an open-floor workspace in a diverse office environment around potential interruptions, noise and distractions

·         Interaction with a wide range of stakeholders

Physical and Mental Requirements:

·         Must be able to sit for prolonged periods of time at a desk and work on a computer

·         Required to sit, use hands and fingers, handle, feel, reach with hands and arms, push, pull, carry, stand, walk, stoop, kneel, or crouch

·         Ability to work effectively in an open floor workspace; manage interruptions, noise, distractions, and privacy, while leveraging the potential for collaboration and communication

·         Sufficient clarity of speech and hearing or other communication capabilities, with or without reasonable accommodation, which permits the employee to communicate effectively

·         Sufficient vision or other powers of observation, with or without reasonable accommodation, which permit the employee to investigate

·         Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to perform routine in-field or office job duties

·         Sufficient personal mobility and physical reflexes, with or without reasonable accommodation, which permit the employee to perform in-field or office job duties

·         Ability to maintain focus and multitask

·         Exhibits professional demeanor and sensible, reasonable behavior

Benefits:

·         Dental Insurance

·         Vision Insurance

·         Health Insurance

·         Paid Time Off (PTO)

·         401(k) w/ Matching

·         Flexible Spending Account

·         Health Savings Account

Please Note: Resumes without direct reference to the specific role will not be considered, and applicants not being considered will not be contacted.

***Apave America Inc. is an equal opportunity employer that prohibits discrimination and harassment based on race, color, sex, religion, sexual orientation, national origin, disability, and other protected characteristics.***

We make hiring decisions based solely on qualifications, merit, and business needs.  We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and employees