Progress Billing Specialist (QBO)

The Right People for The Right Roles

Our client is a small, privately held firm in the Dallas area. They are a dedicated, collaborative team that takes pride in getting the details right.

About the Role

Now hiring a Contract and Progress Billing Administrator to fill a critical role in the business, from responding to requests for proposals and information and preparing contracts (will train) to setting up projects, tracking invoices, progress billing, and reporting the cash position to leadership each week.

The single clearest measure of success is simple to state yet demanding to deliver: getting the right people invoiced for the right amounts at the right time.

If you enjoy organization, problem-solving, and being at the center of how work gets done, we would love to meet you.

What You'll Do

• Own project progress billing. Keep the invoice tracker reliable and up to date, and make sure the right clients are invoiced for the right amounts at the right time. Manage progress billing for long-term projects, ensuring each invoice reflects the contract terms, approved scope, project status, and applicable billing schedule.
• Keep the numbers consistent across systems. Reconcile contracts, project records, billing schedules, invoices, and payments so nothing conflicts and no opportunity is missed.
• Turn requests into contracts. Serve as the point of contact for incoming requests for proposals and prepare clear, complete contracts based on provided scope and pricing (will train).
• Set projects up for success. Configure new projects across all systems with an accurate structure for time tracking and billing from day one.
• Keep leadership informed. Prepare accurate weekly reports on proposals, contracts, revenue, backlog, and receivables.
• Keep things moving. Track status, follow up on open items and additional service requests, and improve internal workflows as you go.

Who You Are

• You have experience with project-based or progress billing and can interpret contract terms, fee schedules, project phases, and billing requirements.
• You are exceptionally detail-oriented and know that a small error can be an expensive one.
• You bring order to complexity and are always looking for ways to speed up the work.
• You can take something and run with it, using good judgment rather than waiting for permission at every turn.
• You communicate clearly and professionally, in writing and in conversation.
• You are comfortable in QuickBooks Online and the Microsoft 365 suite, and quick to pick up project management tools such as Wrike.
• You are honest and dependable, and you handle billing and financial details with discretion.
• Bonus points for AEC industry experience and the ability to read architectural drawings.

Why Join Us

• A central, high-trust role where your work directly supports operations and revenue.
• Room to grow and make the role your own, including more direct client communication over time.
• A small, collaborative team in a quiet, focused office where details are valued.
• Competitive compensation and benefits.

Ready to Apply?

If you take pride in getting the details right and want to be at the center of how a firm runs, we would love to hear from you.

Applications are reviewed on a rolling basis, so apply today.

HireEffect is an equal opportunity employer. We welcome applicants of all backgrounds.

Pay: From $65,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Application Question(s):

• Do you have experience with, or are you willing to learn, reading architectural drawings?

Experience:

• QuickBooks Online: 2 years (Required)
• project management software: 1 year (Required)
• invoice tracking and progress billing: 2 years (Required)

Ability to Commute:

• Dallas, TX 75244 (Required)

Work Location: In person