The 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 & Responsibilities 

Time and Expense Entry for On-Call Divers 

• Accurately record time and expenses for on-call divers to ensure timely and precise compensation. 
• Maintain detailed logs and reports for review and audit purposes. 

Marine Services Billing and Aging Follow-Up 

• Manage the billing process for Marine Services, ensuring invoices are issued promptly. 
• Prepare billing/invoices and project administration  
• Monitor accounts receivable and follow up on aging invoices to ensure timely payment. 

Cost-Plus Billing 

• Implement and oversee cost-plus billing procedures, ensuring that all costs are accurately captured and invoiced. 

Marine Services Travel and Logistics 

• 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. 

Marine Services Project Costing 

• Provide detailed cost reports to management for project evaluation. 

Weekly Project Quote/Project List 

• 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. 
• Report billable hours for the group on a weekly basis 

Expense Entry for Full-Time Marine Services Personnel 

• Manage and record expenses for Marine Services personnel, ensuring compliance with company policies. 
• Prepare expense reports for review and approval. 

Paycom & Overtime Approvals 

• 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. 

Marine Services Insurance Payroll Fund Reporting 

• Prepare and submit Marine Services insurance payroll fund reports, ensuring accuracy and compliance with regulatory requirements. 

Requirements 

Minimum Qualifications: 

• Education: High School Diploma 
• Experience: Minimum of 3-5 years of experience in a similar administrative role, preferably within the Marine Services or environmental services industry. 

Preferred Qualifications: 

Experience: 

• 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-exempt 

Reports to**: Marine Services Director 

Works with Inside Company: Marine Services Staff, other Admins 

Works with Outside Company: Marine Services and Cost-Plus clients for billing 

Working Conditions: Primarily an office setting  

Supervisor Responsibilities: none 

Physical 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. 

We are an Equal Employment/Affirmative Action employer. We do not discriminate in hiring on the basis of sex, gender identity, sexual orientation, race, color, religious creed, national origin, physical or mental disability, protected Veteran status, or any other characteristic protected by federal, state, or local law. If you need a reasonable accommodation for any part of the employment process, please contact us by email at [email protected] and let us know the nature of your request and your contact information. Requests for accommodation will be considered on a case-by-case basis. Please note that only inquiries concerning a request for reasonable accommodation will be responded to from this e-mail address.

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)

Company: EnviroScience