Accounting Operations Specialist

Billing & Invoicing

• Prepare and process monthly invoices for Building Services accounts in alignment with contract terms and ABM billing standards.
• Verify billable labor hours, supply charges, subcontractor costs, and service fees prior to invoicing.
• Ensure invoices contain correct coding, cost allocations, and required supporting documentation.
• Maintain billing schedules and deadlines to support month-end close and revenue targets.

Work Order & Service Tracking

• Review work orders, service tickets, and labor logs to ensure accuracy before billing.
• Monitor open work orders and coordinate with operations to obtain missing approvals or documentation.
• Validate that services billed reflect actual work completed in the field.

Client Purchase Order (PO) Management

• Track client POs to ensure appropriate funding is available prior to invoice submission.
• Notify operations and account leadership when PO increases or renewals are needed.
• Maintain accurate PO logs to prevent billing delays or overages.

Documentation & System Management

• Enter billing details into ABM systems such as Oracle/JDE, Salesforce, or other applicable platforms.
• Maintain organized billing files for audit readiness and client review.
• Generate billing reports and dashboards to support internal and client reporting needs.

Communication & Collaboration

• Serve as a billing contact for assigned Building Services clients, responding to requests for detail or corrections.
• Collaborate with internal teams—including Operations, HR/Payroll, Supply Chain, and AP—to reconcile discrepancies.
• Communicate proactively regarding billing issues, service adjustments, contract changes, or required documentation.

Reconciliation & Audit Support

• Reconcile billed amounts to internal work records and financial systems.
• Assist with resolving short payments, disputes, or billing errors.
• Support internal and external audit requests by providing necessary billing documentation.

Required

• High school diploma or equivalent; associate degree in accounting, business, or related field preferred.
• 1–3 years of billing, accounting, or administrative experience.
• Strong attention to detail and accuracy in data review.
• Proficiency in Microsoft Excel and general comfort with ERP/billing systems.
• Strong communication skills and ability to interact with internal teams and clients professionally.
• Ability to prioritize tasks and meet billing deadlines in a fast-paced environment.

Preferred

• Experience in facilities services, janitorial, engineering, construction, or similar service industries.
• Prior experience with ABM systems (e.g., Oracle/JD Edwards, Salesforce, ServiceChannel).
• Understanding of cost coding, labor categories, and contract billing structures.

Core Competencies

• Detail Orientation
• Customer Service & Client Focus
• Problem Solving
• Time Management
• Team Collaboration
• Ethical & Accurate Financial Practices

Working Conditions

• Standard office or remote work environment.
• Overtime may be required during monthly billing cycles or special projects.
• Occasional interaction with field operation teams and site managers.