Project Accounting / Billing Coordinator

ABOUT AES: WINNER OF THE BEST PLACE TO WORK BY ALASKA BUSINESS MAGAZINE IN 2023, 2024, & 2025

ASRC Energy Services, LLC (AES) is part of the Alaska Native corporation, Arctic Slope Regional Corporation (ASRC) family of companies. ASRC is a private, for-profit corporation that is owned by and represents the business interests of its approximately 13,000 Iñupiaq shareholders. As the largest Alaskan-owned company employing over 15,000 people worldwide, ASRC and its subsidiaries are poised for the next era of growth with continued dedication to providing maximum benefit to our shareholders.

JOB SUMMARY

The Project Accounting/Billing Coordinator supports the financial administration and billing lifecycle of assigned projects. Working closely with Project Managers, Operations, clients, and the Finance team, this role ensures accurate project setup, contract compliance, timely and complete invoicing, effective accounts receivable follow-up, and reliable project financial reporting. The position also reviews supporting field and cost documentation, resolves billing discrepancies, and maintains organized records for audits and project closeout.

ESSENTIAL DUTIES

Contract Administration and Project Setup

• Review contracts, purchase orders, work authorizations, rate sheets, and amendments to identify financial terms, billing requirements, fee structures, limits, and required supporting documentation.
• Set up projects, phases, tasks, and Work Breakdown Structures accurately in the ERP or project accounting system.
• Maintain project records, including client information, budgets, funding, billing rates, project manager assignments, change orders, and contract modifications.
• Coordinate with Project Managers and Operations to resolve incomplete or inconsistent setup information before costs or billing are processed.

Billing and Invoicing

• Prepare accurate draft invoices and coordinate pre-bill reviews and approvals with Project Managers.
• Verify time, expenses, field tickets, service records, delivery documents, purchase orders, and other backup for completeness, accuracy, and contract compliance.
• Apply approved labor, equipment, material, markup, tax, retention, and other billing terms.
• Finalize customer invoices and submit them through email, OpenInvoice, or other client-specific portals within established deadlines.
• Track invoice status, rejections, corrections, change orders, retention, and final billing requirements through project closeout.
• Review project-related vendor and subcontractor charges for appropriate coding and billability.

Financial Tracking, Reconciliation, and Collections

• Monitor project budgets, funding, work in progress, revenue, unbilled costs, billing variances, and other financial indicators.
• Reconcile customer billings, accounts receivable balances, vendor statements, contract rates, and purchase order activity.
• Review accounts receivable aging, investigate outstanding balances, and coordinate collection follow-up and cash application as assigned.
• Research and resolve pricing, ticket, coding, funding, and delivery discrepancies with Project Managers, Operations, clients, and Finance.
• Support month-end close, revenue recognition, forecasting, and management reporting by providing accurate and timely project information.
• Maintain complete billing and project accounting records and provide documentation for internal and external audits.
• Other duties will be assigned to this position as needs require.
• Comply with Company and customer policies and procedures.
• Support AES zero-incident safety culture and assume personal accountability and responsibility for safe work practices in all projects, activities, and operations.

REQUIRED EXPERIENCE

• Two to five years of experience in project accounting, billing, accounts receivable, contract administration, or a related accounting function.
• Intermediate to advanced Microsoft Excel skills
• Experience with ERP, project accounting, or billing systems such as Oracle
• Strong attention to detail, analytical and reconciliation skills, organization, time management, and the ability to meet billing and close deadlines
• Clear written and verbal communication skills with the ability to collaborate across Finance, Operations, Project Management, vendors, and clients
• Ability to manage multiple priorities, maintain accurate records, protect confidential information, and independently follow issues through resolution.
• High school diploma or GED equivalent is required.
• A valid driver’s license required.

PREFFERED EXPERIENCE

• Associate or bachelor's degree in accounting, Finance, Business Administration, or a related field preferred; equivalent relevant experience may be considered.
• Experience in oil and gas, construction, engineering, utilities, or professional services.

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TOTAL REWARDS

ASRC Energy Services, LLC (AES) is proud to offer a competitive benefits package aligned with our core ASPIRE values. Our benefits are designed to attract and retain the best talent. Our total rewards program supports the health and well-being of employees and their families.

What We Offer:

• Medical Insurance: We offer comprehensive medical plans through Federal Employee Health Benefits Plan (FEHB).
• Dental and Vision Insurance: We offer two comprehensive dental plans
• 401K: 401K plan up to 4% match with immediate vesting after 2 pay periods.
• Employee Assistance Program (EAP): All employees and their household have access to our EAP program.
• Additional Supplemental Insurance: Voluntary Life Insurance, Short-Term and Long-Term Disability, Accidental Death & Dismemberment (AD&D), Pet Insurance, Legal Services, Identity Theft Protection, Hospital Indemnity, Accident Insurance, and Critical Illness Insurance.
• Professional Development: Tuition reimbursement opportunities and internal development through our ASPIRE Academy.

To learn more about our full suite of benefits visit our benefits page.

ABOUT AES

We’re proud to be named the Most Loved Workplace by Best Practices Institute in 2022, Best Company to Work for in Alaska by MSN Money, 24/7 Wall St. and Zippia for 2019 and the recipient of the prestigious ConocoPhillips 2019 and 2020 Supplier Recognition Award for Focus on Execution. Employing over 2,000 employees across our subsidiaries, AES is a service provider of choice in the energy industry. Our exceptional service quality and safety record sets us apart from our competitors. Our business purpose is to find solutions for a sustainable future, and we accomplish that by living our “ASPIRE” values, which stand for:

• Absolute Integrity: We do the right thing because it’s the right thing to do
• Safety: Safety is our foundation – we bring it everywhere we go
• People First: We take care of our people, and our people will take care of the business.
• Iñupiat Heritage: We believe in “one crew, one journey” and honor the values of our founders as we develop the future.
• Resilient Family: We encourage the right balance and cultivate strong relationships with our clients and colleagues.
• Exceptional Service Quality: We deliver excellence by focusing on client needs and continuously improving our performance.

WHY YOU SHOULD WORK FOR US

Our employees are our most important resource, so we seek collaboration across the organization, and value everyone’s contribution. Our employees are part of the solution for a sustainable future for the benefit of our shareholders, employees, families, and our communities. Are you looking for an exciting opportunity to work with a company like ours, and be a significant part of our business purpose? If so, keep reading. Start your career with AES and ASPIRE with us.

PHYSICAL DEMANDS

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this position.

A pre-hire post offer Functional Capacity Evaluation (FCE) will be conducted to determine an employee’s ability to safely perform to the job standard. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

If you need any assistance or reasonable accommodation to apply for this position, please contact the AES Human Resources Team at (907) 334-1688.

WORK ENVIRONMENT

A candidate must be able to meet the following non-exclusive requirements:

• Meet the AES Driving Records and Motor Vehicle Use Policy.
• Take and pass a pre-employment drug test which may include both UA and hair testing.
• Meet the physical requirements of this position including working in a remote location under arctic conditions.
• Required to take and pass a Fit-For-Duty Exam
• Required to complete and successfully pass a background check.
• Must be able to obtain and maintain an access badge for the work location.

The availability of this position is contingent upon the Company’s continued operational needs once training is completed.

EQUAL EMPLOYMENT OPPORTUNITY POLICY STATEMENT

AES and its subsidiaries are committed to diversity and inclusion in the workplace. We comply with the terms of Executive Order 11246, Section 503 of the Rehabilitation Act, and the Vietnam Era Veterans’ Readjustment Act (VEVRAA).

All decisions pertaining to employment, upgrading, promotion, demotion, transfer, recruitment advertising, recruitment selection, layoff, terminations, training, compensation, benefits, and educational assistance will be executed without regard to race, color, sex, age, national origin, religion, marital status, pregnancy, childbirth or related medical conditions, parenthood, medical condition, disability, status as a protected veteran, sexual orientation, gender, gender identity, genetic information, or any other basis or characteristics prohibited by applicable law.

For more information on equal opportunity please visit –

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Workplace Discrimination is Illegal

Pay Transparency Nondiscrimination Provision

If you need any assistance or a reasonable accommodation to apply for this position, please contact the AES Human Resources Team at (907) 334-1688.