Project Billing Specialist

Who We Are - Thermon

Thermon is a diversified technology company and a global leader in industrial process heating, temperature maintenance, environmental monitoring, and temporary power distribution solutions. We deliver engineered solutions that enhance operational awareness, safety, reliability, and efficiency while achieving the lowest total cost of ownership.

Thermon offers over 250 products, software, and services across multiple brands, providing a range of offerings from boilers, transportation heaters, and liquid load banks to tubing bundles and heat trace systems. We are the silent guardians of critical infrastructure. From the relentless demands of chemical plants and the intricate networks of rail and transit to the vital pulse of power generation, we innovate solutions that ensure optimal operation, protect critical assets, and maximize efficiency.

We care deeply about the success of our customers, the well-being of our people, and the reliability of every product we design. This drives our unwavering commitment to safety and integrity in everything we do. Through collaboration, we unite a rich legacy of expertise with a trusted global team, partnering side by side with our customers. We transfer the warmth needed to make life work.

Overview

The Order Management Coordinator will work closely across multiple departments including Sales, Finance, Engineering, Construction Field Services, and both external and internal customers. This role is responsible for managing the invoicing process for projects within the organization utilizing the AX2012 ERP system.

The Order Management Coordinator handles both Time & Materials (T&M) and Fixed Price projects, ensuring accurate and timely billing according to contract requirements, customer specifications, and direction provided by Project Managers. The position partners closely with Finance staff, Project Management, Operations, and customers to support billing, invoicing, contract compliance, and collections activities.

Key Responsibilities and Accountabilities

• Prepare and process project invoices utilizing the AX2012 ERP system.
• Handle both Time & Materials (T&M) and Fixed Price projects.
• Manage milestone billing, progress billing, and retention billing requirements as specified by contract.
• Review and comply with contract requirements for invoicing to ensure accuracy and adherence to contractual terms.
• Complete customer-specific forms and supporting documentation as required for invoice submission.
• Submit invoices electronically through customer online portals when required, ensuring compliance with customer invoicing procedures.
• Monitor unbilled projects and work with Project Managers to ensure timely billing.
• Review customer contracts, purchase orders, and change orders to ensure compliance with billing requirements.
• Participate in project handover meetings when project purchase orders are accepted, facilitating the transfer of responsibility from Sales to the Project Team.
• Assist with bonding, retention, and letter of credit requirements as needed.
• Maintain supporting documentation related to customer billing requirements and contractual obligations.
• Interact with Finance staff, Project Management, and customers to address billing, invoicing, and collections inquiries or issues.
• Support collection efforts by assisting with invoice reconciliations, dispute resolution, and customer documentation requests.
• Maintain clear and effective communication channels to facilitate smooth operations throughout the billing and invoicing process.
• Build positive working relationships with customers and internal stakeholders to support timely payment collection.
• Maintain billing records and project invoicing documentation.
• Assist in tracking invoice status, retention balances, and outstanding customer requirements.
• Identify opportunities to improve billing efficiency, accuracy, and process consistency.
• Support special projects and other duties as requested by management.
• Ability to prioritize tasks and manage time efficiently in a fast-paced environment with moderate supervision.

Knowledge and Experience

• Bachelor's degree in Accounting, Finance, Business Administration, or related field preferred.
• Minimum 3 years of experience in project billing, contract billing, accounts receivable, service billing, or related experience.
• Experience reviewing contract requirements and customer billing specifications.
• Proficiency with ERP systems and billing applications.
• Strong proficiency with Microsoft Office applications including Excel, Word, Outlook, and PowerPoint.

Preferred

• Minimum 5 years of project billing, accounts receivable, contract compliance, or service billing experience.
• Experience with Microsoft Dynamics AX2012 and/or Microsoft Dynamics 365.
• Experience within manufacturing, construction, engineering, industrial services, or project-based environments.
• Experience working with customer billing portals.
• Knowledge of retention billing, bonding requirements, letters of credit, and project documentation processes.

Key Characteristics, Competencies and Skills

• Knowledge of domestic shipping terms, shipping documentation, contract terminology, and customer billing requirements.
• Working knowledge of terms and conditions, Incoterms, accounts receivable processes, invoicing, retention, and contract compliance requirements.
• Strong attention to detail and accuracy in financial data management.
• Strong interpersonal, organizational, and communication skills.
• Ability to solve practical problems by identifying issues, utilizing a systematic approach to solutions, and adapting to changing priorities.
• Strong customer service orientation and ability to work effectively with internal and external stakeholders.
• Ability to prioritize tasks, manage multiple projects, and meet deadlines in a fast-paced environment.
• Strong analytical and problem-solving skills.
• Ability to work independently with moderate supervision.

Physical Activities

• Frequently sits for extended periods while performing computer and administrative work.
• Frequently uses hands and fingers for keyboarding, data entry, and operation of office equipment.
• Frequently speaks, listens, and communicates in person, by telephone, and through virtual meeting platforms.
• Occasionally stands and walks throughout the office.
• Occasionally bends, stoops, reaches, or kneels to access files or office supplies.
• Occasionally lifts, carries, pushes, or pulls office materials weighing up to 20 pounds.

Visual Requirements

• Requires close visual acuity to review financial documents, contracts, spreadsheets, invoices, and computer screens.
• Ability to distinguish and verify detailed financial data with a high degree of accuracy.

Work Environment

• Primarily works in a professional office environment.
• Regular use of computers, telephones, printers, scanners, and other standard office equipment.
• May occasionally visit warehouse, production, or project support areas, requiring adherence to applicable safety policies and personal protective equipment requirements.
• Minimal travel may be required for meetings, training, or business purposes.

Physical Demand Classification

Sedentary Work: Exerts up to 20 pounds of force occasionally and/or negligible amounts of force frequently to lift, carry, push, pull, or move objects. Work primarily involves sitting but may require occasional walking or standing.