Job Description

Billing Specialist (Professional Services)

Jacksonville, FL

We Exist to Transform our Customers and Change Lives

Who We're Looking For

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.

What You'll Do:

• Manage weekly and monthly billing operations in SuiteProjects Pro (OpenAir) and NetSuite, including billing rule setup, invoice creation, and Managed Services invoicing.
• Review SOWs, email approvals, and change orders to ensure billing terms, rates, and revenue recognition are applied correctly before invoices are generated.
• Execute a structured month-end close process, including pre-invoicing data validation, net-zero charge cleanup, invoice creation, and submission to approvers.
• Monitor invoice approval queues throughout the approval period; follow up with approvers, research and resolve rejections quickly, and escalate when needed - with documentation.
• Ensure invoices are reconciled between NetSuite and OpenAir or Reconcile invoices between NetSuite and OpenAir
• Maintain the SOW Database with new contracts and change orders; run weekly Rate Reconciliations to ensure billing rates match contracted SOW values before invoicing.
• Respond to internal inquiries related to invoices in a timely and professional manner.
• Identify and recommend process improvements that increase billing accuracy and efficiency.
• Maintain collaborative relationships with key stakeholders in other departments.
• Perform Ad-Hoc duties as assigned.

What You'll Need:

• High school diploma with 2–4 years of billing and invoicing experience, preferably in professional services or the software industry.
• Experience with project-based billing structures — time-and-materials, fixed fee, and milestone billing.
• Hands-on experience with an ERP or PSA system (NetSuite, Oracle, Salesforce, or equivalent).
• Proficiency in Microsoft Excel, including pivot tables for reconciliation and reporting.
• Proven ability to manage multiple recurring deadlines without missing SLAs.
• Strong written and verbal communication skills, including the ability to professionally escalate when required.

Preferred Qualifications- Not required

• Associate's degree in Business, Accounting, Finance, or related field — or equivalent experience.
• Hands-on experience with NetSuite SuiteProjects Pro (OpenAir) for billing, time tracking, and expense management.
• Familiarity with the data integration between SuiteProjects Pro and NetSuite.
• Prior exposure to multi-currency invoicing or global billing practices.

Key Competencies

• Process discipline and SLA ownership
• Accuracy under deadline pressure
• Cross-functional collaboration
• Proactive communication and escalation judgment
• Root-cause problem-solving

Employer does not sponsor applicants for employment visa status (e.g., H-1B visa status).

General Information: 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.

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