Billing Manager

Billing Manager (MUST HAVE Architecture/Engineering Industry Experience)

Job Description

A multi-disciplinary design firm in the Washington, DC area is seeking an experienced Billing Manager with strong Unanet A/E expertise to join its on-site accounting team in Chantilly, Virginia. The role oversees the billing function for civil engineering, site planning, land surveying, and landscape architecture projects, combining hands-on billing responsibilities with team leadership. The Billing Manager will play a key role in project set-up, monthly invoicing, WIP reporting, and the ongoing migration from Deltek Vision to Unanet A/E, while ensuring accuracy, timeliness, and clear communication with project managers and clients.

Responsibilities

• Set up new projects in Unanet A/E, including entering general project information, establishing budgets, and defining billing terms.
• Manage project set-up, project management, WIP review, billing, and reporting processes within Unanet A/E.
• Save and organize new project contracts, additional work authorizations, and billing-related correspondence in the firms project contract database.
• Generate draft invoices (pre-bills) and WIP reports on a monthly basis and distribute them to project managers for review.
• Process and post invoices based on pre-bill markups received from project managers, ensuring compliance with contract billing instructions.
• Prepare special client-requested invoice formats when needed and input invoices into client vendor management systems as required.
• Process billing adjustments and void or reissue invoices as necessary to maintain accurate billing records.
• Generate various post-billing reports for management to support financial analysis and decision-making.
• Supervise project close-out procedures after projects are completed, ensuring all billing and documentation are finalized.
• Periodically update the project number database on the firms intranet to maintain accurate project information.
• Advise and assist the accounts receivable/collections accountant on billing-related matters and cash receipts as needed.
• Provide training, guidance, and ongoing support to billing team members to ensure consistent processes and professional development.
• Supervise a team currently consisting of two billing accountants and one accounts receivable/collections accountant.
• Participate directly in the monthly billing process, including assisting with the processing of approximately 225 monthly invoices.
• Execute ad hoc reports and tasks as requested by the CFO and executive management, supporting broader accounting and financial initiatives.
• Support the firms transition from Deltek Vision to Unanet A/E by applying prior system experience and adapting processes as needed.

Essential Skills

• Advanced hands-on experience with Unanet A/E billing, including project set-up, WIP review, invoicing, and reporting.
• Prior experience managing or supervising a billing or accounting team, including oversight of cash receipts and billing specialists.
• Proficiency with invoicing processes and WIP reporting in a professional services or A/E industry environment.
• Strong attention to detail and accuracy in all aspects of billing and project set-up.
• Ability to manage multiple priorities and deadlines in a fast-paced, project-driven environment.
• Strong written and oral communication skills for effective interaction with project managers, clients, and internal stakeholders.
• Ability to work both independently and collaboratively as part of a team.
• Some proficiency in Microsoft Excel for reporting and data analysis.
• A/E industry experience, particularly in civil engineering, architecture, or related design services.
• Experience with Deltek Vision or A/E Unanet, with the ability to leverage prior system knowledge during the migration from Deltek Vision to Unanet A/E.

Additional Skills & Qualifications

• Experience processing a high volume of monthly invoices (approximately 225) in a professional services environment.
• Background in architecture, engineering, or related design firm billing processes.
• Experience preparing customized client invoice formats and working within client vendor management systems.
• Comfort with supervising a small accounting team and providing ongoing training and guidance.
• Ability to support accounts receivable and collections activities through close collaboration with the AR/collections accountant.
• Familiarity with maintaining project contract databases and intranet-based project number systems.
• Interest in contributing to process improvements during system migrations and billing workflow enhancements.

Work Environment

This position is fully on-site in Chantilly, Virginia, within an office of approximately 80 employees. The firm brings together civil engineers, landscape architects, planners, security consultants, and surveyors in a highly collaborative environment where individual employee goals are valued alongside corporate objectives. The Billing Manager will lead a team of three, including two billing specialists and one accounts receivable/collections accountant, and will work closely with project managers and executive leadership. The culture emphasizes a fun, supportive workplace that is not a high-pressure sweat shop environment and takes work-life balance seriously. Work is primarily performed using Unanet A/E and, during the migration period, Deltek Vision, along with standard office productivity tools such as Microsoft Excel.

Job Type & Location

This is a Permanent position based out of Chantilly, VA.

Pay and Benefits

The pay range for this position is $85000.00 - $95000.00/yr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Offers medical, dental, vision, prescription coverage, financial savings, profit sharing, paid time off, family support like tuition reimbursement, and store discounts Features an Employee Stock Ownership Plan (ESOP) alongside standard medical, dental, vision, 401(k), and paid time

Job Type & Location

This is a Permanent position based out of Chantilly, VA.

Application Deadline

This position is anticipated to close on Oct 25, 2026.

Workplace Type

This is a fully onsite position in Chantilly,VA.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.