Billing Analyst

Job Description

As AR/AP Specialist, you own the day-to-day flow of money in and out of the company — processing vendor and subcontractor invoices, billing clients accurately and on time, and keeping receivables and payables clean, reconciled, and audit-ready. You work in QuickBooks alongside the Controller and operations leadership to make sure every invoice ties back to contract terms, every payment is properly approved, and month-end close has no surprises.

3-5 years of combined accounts receivable and accounts payable experience.

• Advanced proficiency with QuickBooks (Online or Desktop), including invoicing, bill pay, reconciliation, and reporting.

• Strong understanding of basic accounting principles, including the general ledger, accruals, and month-end close.

• Exceptional attention to detail and accuracy, with a track record of clean, well-documented work.

Targeting $25-35 an hour

Skills and Requirements

Accounts Payable

• Receive, review, and code vendor and subcontractor invoices, verifying them against contract terms, ceilings, funding, and approved timesheets or deliverables before payment.

• Route invoices for approval in line with Kavant's delegation of authority, and release payments (ACH, check, card) only after required approvals are documented.

• Set up and maintain vendor records, including W-9 collection and 1099 tracking, and support year-end 1099 reporting.

• Process expense reports and reimbursements, and reconcile vendor statements to identify and resolve discrepancies.

Accounts Receivable

• Prepare and submit accurate invoices to primes and clients in accordance with contract billing terms (e.g., time-and-materials, fixed-price, cost-reimbursable) and required invoicing formats.

• Track invoice status, apply incoming payments, and follow up on past-due balances through timely, professional collections outreach.

• Investigate and resolve billing disputes and short-pays in coordination with contracts and program leadership.

• Maintain AR aging reports and flag collection risks to leadership early.

Reconciliation & Month-End Support

• Reconcile bank and credit card accounts and tie AP and AR subledgers to the general ledger.

• Support month-end close with the Controller, including accrual support, cutoff checks, and clean-up of open items.

• Maintain organized, audit-ready supporting documentation for all transactions.

Controls & Compliance

• Operate within established financial controls, including approval thresholds and segregation of duties between invoicing, approval, and payment.

• Support compliant billing and accounting practices appropriate for federal contracting, including documentation that supports government audit readiness.

• Flag unusual transactions, duplicate invoices, and potential errors or fraud risks to the Controller Experience in government contracting or professional services, including invoicing primes or government customers.

• Familiarity with federal contract billing types (T&M, firm-fixed-price, cost-reimbursable) and subcontract invoicing.

• Familiarity with DCAA-compliant accounting practices.

• Associate's or bachelor's degree in accounting, finance, or a related field.

We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal employment opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment without regard to race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or the recruiting process, please send a request to [email protected].