Role description
Billing Specialist (Professional Services)
RF-SMARTBilling 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.