Time-Based Billing Clerk (Entry Level) - Houston, TX Full Time

Job Description

Salary:

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 strongly preferred

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

Full-time