Institute for Building Technology and Safety

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Billing and Expense Lead

Billing and Expense Lead

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The billing and expense lead is responsible for supporting invoice preparation, understanding fee schedules, understanding project production billing objectives, assuring all billable activity is provided to HQ and final bills reflect all billable products and activities in two categories: 1) approved but out of scope, and 2) in scope billing.  Provide liaison support to clients assuring collection is positioned for effective results.

Essential Functions:

  • Support preparation of final billing with compliance and support information with HQ, with the PMs, and in coordination with division management.
  • Review subcontractor invoices and check figures for mathematical accuracy
  • Verify use of accurate project-codes and contract rates on subcontractor invoices
  • Verify contract rates for client invoices
  • Assure all task / line items, fee schedule info is completely understood and hours, completed units are billed, are not double billed, and are well understood.
  • Verify, record, and submit non-billable expenses.
  • Coordinate and communicate payment schedules for earned revenue and disapproved invoice amounts to IBTS Corporate HQ.
  • Check figures, postings, and documents for correct entry, mathematical accuracy, and proper codes.
  • Code documents for project (division wide) related expenses according to project guidelines
  • Investigate division variances, and submit variance reports to management.
  • Compile statistical, financial, accounting, or auditing reports and tables pertaining to such matters as cash receipts, expenditures, and accounts payable and receivable.
  • Maintain records on internal tracking system and submit to IBTS Corporate HQ.
  • Support preparing project-related billing approval memos.
  • Support meeting with client to review project-related billing, deliverables, and approval memos.
  • Liaison support between the client and IBTS senior management billing inquires.
  • Monitor status of accounts to ensure that payments are up to date.
  • Perform other duties, responsibilities and activities directed by IBTS management as assigned at any time with or without notice.


  • Manage NYAS, NYCI and other project related accounts and billing from inception of the project to project completion.
  • In-depth understanding of contractual requirements for project-related billing, including presentation of deliverables and remaining funds per task order.
  • Operate Quick base to record, store, and analyze information.
  • Access computerized financial information to answer general questions as well as those related to specific accounts
  • Perform internal bookkeeping services.
  • Comply with federal, state, and company policies, procedures, and regulations.
  • Create, maintain, and enter information into databases.
  • Communicate effectively to IBTS staff
  • Provide customer service to IBTS staff
  • Foster positive attitude towards IBTS staff
  • Must have the ability to speak, read, and write the English language with proficiency.
  • Work autonomously; deliver the required materials and findings accurately in a timely manner.
  • Use critical thinking and problem solving to recognize issues as well as identifying solutions to discrepancies with financial documents.
  • Highly skilled in decision-making 
  • Candidate must be able to handle multiple projects in a fast paced atmosphere.


  • Requires Bachelor’s degree in Finance or other related field 3-5 years of technical knowledge and 2+ years understanding division fee schedules, contract scope, and supporting billing and payable actions.
  • Knowledge of Microsoft Word, Excel, PowerPoint, and Content Management System (CMS), plus Intuit Quick Base


Bring your passion, expertise, and experience to IBTS, where we appreciate and are committed to our employees. We offer outstanding benefits, growth opportunities and work hard to maintain a culture that values our employees. 


The Institute for Building Technology and Safety (IBTS) is a 501(c) (3) non-profit organization that was established to provide unbiased professional building code compliance services, while enhancing the communities in which we work. At IBTS, our mission is to deliver quality services to meet the challenges of governance at all levels while enhancing public safety, economic development, and the general welfare of the community. Our services include Building and Community Development, Energy and Sustainability Services, Disaster Planning and Recovery, Quality Assurance, as well as Compliance and Risk Monitoring.


IBTS is headquartered in Ashburn, VA, with additional offices in Louisiana, Missouri, New York, Oklahoma, Texas and Washington, DC.


We are committed to building a community of experts with diverse backgrounds, disciplines, and perspectives who are passionate about our mission. IBTS is proud to be an Equal Opportunity and Affirmative Action Employer that is committed to hiring a diverse and talented workforce. S3 Residence, disability, and veterans encouraged to apply.


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