Marine Services Billing Coordinator

Marine Services Billing CoordinatorThe 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 & ResponsibilitiesAccurately record time and expenses for on-call divers to ensure timely and precise compensation.Maintain detailed logs and reports for review and audit purposes.Manage the billing process for Marine Services, ensuring invoices are issued promptly.Prepare billing/invoices and project administrationMonitor accounts receivable and follow up on aging invoices to ensure timely payment.Implement and oversee cost-plus billing procedures, ensuring that all costs are accurately captured and invoiced.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.Provide detailed cost reports to management for project evaluation.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.Manage and record expenses for Marine Services personnel, ensuring compliance with company policies.Prepare expense reports for review and approval.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.Prepare and submit Marine Services insurance payroll fund reports, ensuring accuracy and compliance with regulatory requirements.RequirementsMinimum Qualifications:Education: High School DiplomaExperience: Minimum of 3-5 years of experience in a similar administrative role, preferably within the Marine Services or environmental services industry.Preferred Qualifications: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-exemptReports to**: Marine Services DirectorWorks with Inside Company: Marine Services Staff, other AdminsWorks with Outside Company: Marine Services and Cost-Plus clients for billingWorking Conditions: Primarily an office settingSupervisor Responsibilities: nonePhysical Requirements: Ability to sit for extended periods.Travel Requirements: Minimal travel*This position is classified as non-exempt based on the job duties.**The company reserves the right to make changes to the reporting structure for this position due to business needs.