Marine Services Billing Coordinator

EnviroScience, Inc. Full time Regular The Marine Services Billing Coordinator plays a crucial role in supporting the Marine Services operations team by managing administrative tasks, financial processes, and logistical coordination. This role ensures that all Marine Services run efficiently, with a strong focus on accurate financial management, resource allocation, and regulatory compliance. **Essential Duties & Responsibilities** **Time and Expense Entry for On-Call Divers** - Accurately record time and expenses for on-call divers to ensure timely and precise compensation. - Maintain detailed logs and reports for review and audit purposes. **Marine Services Billing and Aging Follow-Up** - Manage the billing process for Marine Services, ensuring invoices are issued promptly. - Prepare billing/invoices and project administration - Monitor accounts receivable and follow up on aging invoices to ensure timely payment. **Cost-Plus Billing** - Implement and oversee cost-plus billing procedures, ensuring that all costs are accurately captured and invoiced. **Marine Services Travel and Logistics** - Coordinate travel arrangements for Marine Services personnel, including booking transportation, accommodations, and related logistics. - Ensure that all travel complies with company policies and budget constraints. **Marine Services Project Costing** - Provide detailed cost reports to management for project evaluation. **Weekly Project Quote/Project List** - Prepare and maintain a weekly project quote list, ensuring all quotes are updated and distributed to relevant stakeholders. - Track project progress and update the project list regularly. - Report billable hours for the group on a weekly basis **Expense Entry for Full-Time Marine Services Personnel** - Manage and record expenses for Marine Services personnel, ensuring compliance with company policies. - Prepare expense reports for review and approval. **Paycom & Overtime Approvals** - Manage Paycom entries and approve overtime for Marine Services personnel, ensuring accuracy and compliance with labor laws. - Collaborate with HR and payroll to resolve any discrepancies. **Marine Services Insurance Payroll Fund Reporting** - Prepare and submit Marine Services insurance payroll fund reports, ensuring accuracy and compliance with regulatory requirements. **Requirements** **Minimum Qualifications:** - **Education:** High School Diploma - **Experience:** Minimum of 3-5 years of experience in a similar administrative role, preferably within the Marine Services or environmental services industry. **Preferred Qualifications:** **Experience:** - Over 5 years of experience in administration or a related field. - Experience with HCM and finance management systems. - Proficiency in MS Office Suite, especially Excel. - Experience with financial management software and accounting systems. - Strong analytical skills with a focus on financial data. **Desired Skills:** - High level of accuracy in managing financial records and documentation. - Ability to identify and resolve issues related to billing, logistics, and project management. - Excellent verbal and written communication skills, with the ability to interact effectively with clients and team members. - Ability to manage multiple tasks and adapt to changing priorities in a fast-paced environment. - Strong focus on client satisfaction and relationship management. - Strong organizational and time management skills. **Additional:** **Department & Division:** **Exempt Status\*:** Non-exempt **Reports to\*\*:** Marine Services Director **Works with Inside Company:** Marine Services Staff, other Admins **Works with Outside Company:** Marine Services and Cost-Plus clients for billing **Working Conditions:** Primarily an office setting **Supervisor Responsibilities:** none **Physical Requirements:** Ability to sit for extended periods. **Travel Requirements:** Minimal travel \*This position is classified as non-exempt based on the job duties. \*\*The co…