Billing Executive

Job Title: Billing Engineer

Role Purpose

The Billing Engineer will be responsible for accurate preparation, verification, and management of project bills and invoices in alignment with contractual requirements and company policies. The role involves close coordination with project sites, clients, contractors, and internal teams to ensure timely submission, certification, reconciliation, and approval of bills. The Billing Engineer will also support project budgeting, material reconciliation, and financial tracking, ensuring smooth cash flow and effective project cost management.

Key Responsibilities

1. Quantity Estimation & Survey

• Collect, verify, and compile site measurements from Site Engineers/Managers.
• Review and check Client BOQs for arithmetic accuracy and compliance with project scope.
• Prepare Bill of Quantities (BOQ), Bill of Materials, and Quantity Abstracts based on drawings, specifications, and project requirements.
• Compare Client BOQ vs. Budgeted BOQ and prepare variation statements for client approval.
• Conduct random site surveys to monitor material usage, workmanship quality, and billing accuracy.
• Prepare rate analyses, productivity reports, and maintain detailed material ledgers.

2. Project Budgeting & Control

• Assist in preparation of project budgets and resource plans (labour, plant, equipment).
• Monitor budget consumption and ensure procurement aligns with project budgets/contracts.
• Track usage and storage of materials, preparing material reconciliation reports.
• Support project teams with wage summaries, labour productivity tracking, and cost monitoring.

3. Billing Clients

• Prepare, verify, and submit RA bills, client invoices, and supporting documentation on schedule.
• Track work progress and compare actual executed quantities with BOQ provisions.
• Monitor client instructions, variations, and deviations that may result in additional claims.
• Assist Project Manager in preparing claims for variations, EOTs, and other contractual entitlements with supporting records.
• Maintain billing MIS reports on submissions, certifications, payments received, and outstanding.
• Follow up with clients for timely certification and payment release.

4. Billing Contractors & Vendors

• Prepare, scrutinize, and certify subcontractor and vendor bills in line with agreements, work orders, and actual site execution.
• Ensure adjustments for advances, excess consumption, or reworks are incorporated in bills as per site recommendations.
• Maintain complete billing documentation for audit and compliance purposes.

5. Billing Operations & Documentation

• Reconcile billing vs. outflow (material, manpower, and overheads).
• Conduct rate analysis for non-tendered (NT) items and monitor quantity variations/deviations.
• Maintain detailed documentation of contracts, BOQs, work orders, agreements, variations, and drawings.
• Support Finance/Accounts teams with reconciliation of bills, statutory deductions (GST, TDS, retention, etc.), and compliance checks.
• Prepare and share regular MIS reports with senior management.

6. Team & Stakeholder Coordination

• Liaise with site engineers, project managers, clients, consultants, and contractors for billing, certification, and approvals.
• Train and guide site staff on measurement recording, IS codes, and billing standards.
• Collaborate with HR and senior management for team development and training initiatives.

Requirements

• Education: Bachelor's/Diploma in Civil Engineering or related field.
• Experience: 4 – 7 years in billing, contracts, or project accounts (preferably in civil/MEP/construction industry).
• Strong knowledge of BOQ preparation, work measurements, rate analysis, billing procedures, and reconciliation.
• Familiarity with construction contracts, tendering processes, and statutory requirements.
• Proficiency in MS Excel, AutoCAD, and ERP/accounting software.
• Strong attention to detail, analytical skills, and numerical accuracy.
• Good communication and coordination skills for liaising with project and client teams.

Key Attributes

• Accuracy and attention to detail in billing and documentation.
• Ownership and accountability for billing deliverables.
• Ability to work under pressure and meet strict deadlines.
• Strong coordination, problem-solving, and stakeholder management skills.
• Team-oriented, proactive, and adaptable to project requirements.