Billing Specialist (Professional Services)

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. A Word From Our CEO - Watch Now