Contract Billing & Profitability Manager

The Client Billing & Contract Profitability Manager will support the facilities and grounds maintenance business by ensuring client-facing accounts receivable invoices are prepared accurately, timely, and in alignment with each client contract and operating P&L. This role will work closely with managers, directors, finance, payroll, accounts payable, and vendor partners to capture reimbursable labor, benefits, vendor costs, service contract expenses, and earned management fees so that monthly billing fully supports profitable contract performance.

The ideal candidate has hands-on experience in facilities services, grounds maintenance, contract operations, client billing, and P&L review. This individual will be comfortable translating operational activity into complete invoice support, reconciling costs to the general ledger, identifying unbilled or under-billed expenses, and partnering with operations leaders to protect company profitability while maintaining strong client relationships.

• Prepare, review, and submit monthly client accounts receivable invoices for facilities and grounds maintenance contracts.
• Ensure invoices include all billable contract components, including management fees, labor reimbursements, payroll-related expenses, vendor services, ad-hoc work orders, supplies, equipment, and other reimbursable operating costs.
• Reconcile monthly invoicing activity to the client-level P&L to confirm revenues, bill-backs, contract offsets, and expenses are complete and aligned.
• Partner with operations managers and directors to gather documentation, clarify service activity, validate vendor charges, and resolve billing questions before invoices are issued.
• Review contract terms to understand billing requirements, reimbursable cost categories, fee structures, approval requirements, and client documentation standards.
• Identify unbilled costs, margin leakage, delayed bill-backs, invoice timing issues, and process gaps that could negatively affect profitability.
• Maintain invoice support packages, including payroll reports, vendor invoices, purchase orders, work order documentation, and P&L summaries.
• Coordinate with accounts payable, payroll, accounting, and finance teams to ensure operating expenses are captured in the correct period and billed appropriately.
• Track invoice status, client approvals, disputes, credits, and collections follow-up in partnership with accounting and operations leadership.
• Develop recurring billing calendars, checklists, and reporting tools to improve billing timeliness, accuracy, and accountability across client contracts.
• Provide monthly reporting on billing completeness, unbilled costs, outstanding documentation, invoice aging, and contract profitability risks.
• Support process improvements that reduce administrative burden on operations leaders while improving financial visibility and client billing discipline.

Required Qualifications

• Experience in facilities management, grounds maintenance, custodial services, plant operations, construction services, field services, or another contract-based service environment.
• Demonstrated experience with client billing, accounts receivable, contract reimbursement, cost-plus billing, management fee billing, or reimbursable expense invoicing.
• Strong understanding of P&L statements, revenue recognition timing, direct labor costs, vendor expenses, bill-backs, contract offsets, and gross profit or controllable profit drivers.
• Ability to read contracts and translate billing terms into practical monthly invoicing requirements.
• Advanced Excel skills, including reconciliations, pivot tables, lookups, variance analysis, and invoice support schedules.
• Strong attention to detail, follow-through, organization, and ability to manage recurring deadlines across multiple client accounts.
• Excellent communication skills with the ability to work effectively with operations leaders, finance teams, vendors, and client contacts.
• Ability to identify billing gaps, challenge incomplete support, and escalate profitability risks professionally and timely.

Preferred Qualifications

• Experience supporting higher education, corporate campus, healthcare, government, hospitality, or institutional facilities clients.
• Experience with NetSuite, ERP billing modules, work order systems, payroll systems, vendor management platforms, or contract management tools.
• Background in facilities services finance, operations finance, contract administration, project accounting, or revenue operations.
• Familiarity with tracking hourly labor, overtime, benefits, service contracts, maintenance costs, landscaping costs, supplies, equipment rentals, and other reimbursable expenses.
• Experience building billing processes, invoice templates, client reporting packages, or monthly close checklists.

Who We Are:

Thompson Hospitality is of the largest restaurants, food service, and facilities management companies in the country. We are highly built upon our values, do the right thing, do the best you can, and treat others how you want to be treated, which are shaped by more than 33 years of relationships with our clients, guests, and communities. We offer competitive benefits, see our website for more. https://www.thompsonhospitality.com/

We are an equal opportunity employer and value diversity. All employment decisions are made based on qualifications, merit, and business needs. We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or any other protected status under applicable federal, state, or local laws.