Office Manager & Billing Specialist
$60,000–$60,000 year
On-sitePortland, Oregon, United States
Job Summary
Prepare accurate monthly client billings and monitor project budgets, time, and expenses to support financial forecasting. Maintain project financial information within the management system, including project setup, billing worksheets, journal entries, and month-end accounting support. Oversee daily office operations, serving as the primary contact for vendors and managing facilities, security, and supply inventory. Coordinate mail, shipping, travel, and conference room logistics while acting as the first point of contact for visitors. Ensure financial records comply with GAAP and assist with accounts receivable aging and collection efforts. This role balances project accounting with administrative support for Principals and Project Managers across Spokane, Seattle, and Portland offices.
Required Qualifications
- Associate degree in Accounting, Business Administration, Finance, or a related field, or equivalent work experience
- 3-5+ years of experience in office management, project accounting, bookkeeping, or a related administrative role
- Strong understanding of accounting principles and financial reporting
- Proficiency in Microsoft Office, particularly Excel
- Excellent organizational, communication, and multitasking skills with exceptional attention to detail and accuracy
- Ability to maintain confidentiality while handling sensitive financial and business information
- Ability to prioritize multiple deadlines in a fast-paced environment
- High level of professionalism, integrity, and discretion
- Strong customer service and interpersonal skills with the ability to build positive working relationships
- Ability to work independently while collaborating effectively with project teams and leadership
- Continuous improvement mindset focused on efficiency, accuracy, and exceptional service
- This position is an in-office position 5 days a week
Desired Qualifications
- Experience in an architecture, engineering, construction (AEC), or professional services environment
- Experience using Deltek Vantagepoint is a plus
- Experience with client website portals, or ability to navigate a new system
Hiring someone like this?
Get your role in front of qualified candidates on Sorce.