Santa Barbara Area Chapter
            of the
American Payroll Association

Project Billing Coordinator, Santa Barbara CA

01 Nov 2017 6:45 PM | Anonymous member (Administrator)

MNS Engineers, Inc., is a multi-service infrastructure consulting firm, specializing in construction management, civil engineering, and land surveying services. 

Job Description:

Essential Duties and Responsibilities

  • Prepares monthly client invoices, ensuring compliance with contract and subcontracts and follows-up with client and sub-contractors as necessary.
  • Reads and thoroughly understands contracts and amendments, updates records in Vision as needed.
  • Creates new projects in Vision and helps maintain contracts log on MNS Connect.
  • Works closely with Project Managers and Project Coordinator to ensure accurate and timely billing.
  • Collects all backup for invoices (time-sheets, receipts, travel expenses) when needed.
  • Reviews and reconciles specialty invoices (Caltrans and government funded) in Vision.
  • Inputs subcontractor AP invoices and time-sheets, updates subcontractor information in Vision. Follows up on subs payment status requests.
  • Maintains Prevailing Wage (PW) rates for all PW employees and understands PW determinations.
  • Assists with Payroll processing ensuring that Prevailing Wage rates are accurate and updated across the accounting systems.
  • Investigates and corrects any discrepancies between deposits received and invoices billed.
  • Assists with Certified Payroll Reports and Payroll Registers and verifies the accuracy of information reported.
  • Updates project information in the Project Planning module, works in collaboration with Project Managers to help them understand project status reports and monitors costs against budget.
  • Assists Controller with month end processes in regards to billing and investigates billing variances.
  • Issues payment waivers according to projects requirements.
  • Documents and updates all billing procedures and related tasks.
  • Assists employees with time-sheet and expenses questions.
  • Remains current on Vision billing best practices, recommends process improvement when needed and has a clear understanding of the flow of information from billing to financials.
  • Performs miscellaneous administrative functions, i.e., filing contracts, updating client information, pre-qualifications, bank deposits, petty cash, and other duties as assigned.
  • Other duties as assigned.


Experience and Skills:

Qualification Requirements
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


  • High School diploma or equivalent.
  • Associate Degree preferred.


  • A minimum of 3 + years of experience in Project Billing within the AEC industry.
  • Project Billing experience with Caltrans is highly desirable.


  • Expert knowledge of Excel, Microsoft Office and Internet.
  • Knowledge of Deltek Vision or similar accounting software is highly desirable.
  • Ability to work under pressure with tight deadlines.
  • Excellent organizational skills and very detail oriented.
  • Able to prioritize and organize workload to meet deadlines.
  • Ability to work with minimum direct supervision.

We offer one of the most over-all competitive benefit packages in the industry that includes 100% of each employee’s health, vision, dental and life insurance, short-term and long-term disability benefit, 401(k) contribution match, tuition reimbursement (for career path), and many other benefits.

We commit to improvement processes with the belief that our employees are our greatest resource. We nurture a culture where each individual’s abilities, experience and style are encouraged, rewarded, valued and shared in a way that strengthens the overall outcome of each discipline. On a personal level, we host annual events and encourage other activities for FUN and to serve the community!

We make a difference in people’s lives every day. Our commitment to steady growth has allowed us to confidently celebrate over 55 years of past service as we prepare for 55 more! We look forward to talking to you.

MNS Engineers, Inc. (MNS) provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, MNS complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

MNS expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status.


Please click this link to apply:

© Santa Barbara Area Chapter-American Payroll Association

PO Box 90924 | Santa Barbara CA | 93190
Powered by Wild Apricot Membership Software