ALEXANDRA SHNAYDER
FAIRFIELD,UNITED STATES
Summary
Administrative Professional specializing in billing, payroll, and records maintenance. Achieved operational efficiency and enhanced client satisfaction through exceptional organizational skills and a focus on process improvement. Managed progress billing for electrical and utility projects, ensuring accurate invoicing and compliance with contract terms.
Overview
15
15
years of professional experience
Work History
Senior Billing Specialist
Edison Power Contractors
Suisun, California
11.2024 - Current
- Processed Edison Power Contractors progress billing for electrical and utility projects.
- Prepared change order billing for contractor and client approvals.
- Reviewed job cost reports and matched invoices to project records.
- Coordinated with project managers on billing details and account questions.
- Resolved customer billing inquiries and corrected invoice discrepancies.
- Ensured accuracy of billing information by verifying details with customers or other departments.
- Reconciled discrepancies between customer accounts receivable data and general ledger entries.
- Coordinated with other departments to ensure timely processing of invoices and payments.
- Reconciled timecards, materials, and purchase orders for monthly billing cycles.
- Updated accounting systems with billing entries and payment statuses. with billing entries, notes, and payment status.
- Tracked progress against established goals for revenue growth and cost reduction initiatives.
- Responded to customer inquiries regarding billing issues via phone, email or in-person meetings.
- Maintained lien waivers, contract files, and billing documentation for Edison Power Contractors.
- Provided assistance to team members in resolving complex billing problems.
- Prepared monthly reports detailing collections activity, aging analysis, bad debts written off.
SR. BILLING SPECIALIST
Summit Line Construction
Roseville, CA
10.2023 - Current
- Optimized revenue generation by identifying under-billed accounts and working closely with clients to rectify the situation.
- Prepare and issue invoices for completed T&E, lump sum, and progress work according to project contract terms using JDE Edward's software.
- Issued invoices for completed T&E, lump sum, and progress work per project contract terms using JDE Edward's software.
- Verified billing data accuracy, including project costs, labor hours, and materials, ensuring alignment with client agreements and internal policies. Issued and posted bills and receipts in client invoicing system.
- Update spreadsheets to maintain accurate status of billing for multiple projects.
- Coordinated with project managers to gather billing information and reviewed project documentation to capture all billable items.
- Submit invoices and all require back up in client software using Taulia.
- Assist Project Managers with creating locations for projects.
- Assist with year end audits of projects.
BILLING SPECIALIST
Intren
Stockton, CA
07.2019 - 05.2023
- Reviewed timesheets weekly for out-of-scope work, securing project manager and client approvals to maintain project integrity.
- Created and posted T&E, unit, progress, and lump sum invoices using in-house software, facilitating timely payment processing.
- Coordinated with project managers to align billing with project milestones, improving client satisfaction.
- Verified job packets and resolved pre-submittal issues to support seamless operations and enhance project delivery.
- Reviewed timesheets weekly for out-of-scope work, coordinating approvals with project managers and clients.
- Worked with project managers to get approval for out-of-scope work.
- Assisted team in resolving pre-submittal issues, ensuring smooth operational flow and timely project delivery.
- Assisted the team in resolving pre-submittal issues, ensuring smooth operational flow and timely project delivery.
- Assisted HR in employee onboarding, collaborating with corporate office to gather necessary information.
OFFICE ADMINISTRATOR
Gulf Interstate Field Services
Concord, CA
06.2018 - 07.2019
- Processed field engineers' weekly time entries using Oracle-based Unifier, optimizing payroll accuracy for 100-200 employees.
- Assisted in onboarding new GIF PG&E employees by facilitating orientation sessions and providing necessary resources.
- Work with corporate to obtain employment information, certifications, person information, pay letters, and review background checks.
- Prepared and issued T&E invoices for completed work, reviewing sub company invoices prior to client submission to ensure accuracy.
- Verify the accuracy of billing data, including project costs, labor hours, and materials.
- In charge of submitting Requests for Information (RFIs) to the client prior to invoicing through Oracle based Unifier.
- Update spreadsheets to maintain accurate status of billing for multiple projects.
- Coordinate with project managers to gather necessary billing information.
- Review project documentation to ensure all billable items are captured.
- Reviewed timesheets weekly for out-of-scope work, coordinating approvals with project managers and clients.
- Review and verify timesheets and subcontractor invoices against job cost reports, ensuring financial accuracy and compliance.
- Partnered with project managers and clients to approve out-of-scope work and get client approval prior to submitting invoices.
- Assisted the team in resolving pre-submittal issues, ensuring smooth operational flow and timely project delivery.
- Led the verification of timesheets and subcontractor invoices, ensuring compliance with financial regulations and project budgets.
- Managed tracking and reporting of GIF Union fees and dues to ensure accurate financial records.
- Checking weekly payroll for any errors notifying payroll of any adjustments needed, working with Union to make sure any past due or previous owed dues get collected.
- Maintained and updated invoice tracking system, resolving delayed payments and ensuring all hours, equipment, and miscellaneous items were billed accurately.
- Training sub company employees on Unifier and invoice standards.
BILLING SPECIALIST (NORTHERN CA SCAFFOLDING DIVISION)
ASRC Industrial Services formerly known as Petrochem, Inc.
Benicia, CA
05.2017 - 06.2018
- Created T&E, progress billing, and lump sum invoices average with Viewpoint.
- Send invoices out to customers with backup documentation for all of Northern California Scaffold Division.
- Submit SOVs in multiple client software systems and or email submittals using an excel template required by client.
- Work with scaffold division project managers to ensure all project information is being entered into the system correctly, updating any changes to contracts, rates, and client requests.
- Assisted corporate in resolving misapplied payments and invoice rejection issues for Northern California scaffold division.
- Manage a scaffold tracking system using Quantify Software.
- Oversaw management of daily data entry of scaffold tags, working with the foreman monthly to make sure all site tags are accurate.
- Assisted with scaffold warehouse counts per and updated scaffold tracking software.
- Trained new hires on billing processes using Viewpoint, following policy protocols and client-specific procedures.
- Supported accounts payable with invoices entry into Viewpoint and PO creations.
- Assisted as front office support when needed, answering calls, ordering office supplies, printing our documentation for project managers.
TIMEKEEPER-PAYROLL SPECIALIST-ADMINISTRATIVE ASSISTANT
JT Thorpe & Son, Inc
Richmond, CA
03.2015 - 05.2017
- Investigated employee discrepancies related to hours paid and inquiries, implementing necessary adjustments.
- Liaised between field employees and project managers, resolving conflicts and facilitating solutions for grievances.
- Research employee discrepancies with regards to hours paid and inquiries and process adjustments as needed.
- Updating field employee's documentation and training into internal software so that information can be shared between offices.
- Send invoices out to customers with backup documentation.
- Create invoices for labor, materials, equipment and third-party charges.
- Send invoices out to customers with back-up documentation.
- Working with engineers to make sure time is submitted correctly that meets client contract and union agreement.
- Making sure all required information is gathered prior to a project starting for background checks, training, and other documents required by a refinery.
- Working with engineers to make sure time submitted correctly that meets client contract and union agreement.
- Tracked billing reports and audited job cost reports for accuracy, requesting adjustments for discrepancies to enhance financial oversight.
- Assisted in redevelopment of company-wide warehouse management database for accounting, warehouse management, and project managers.
- Working closely with developers to make sure all requirements of new site are being implemented, testing the site prior to roll out to other offices.
- Working closely with warehouse managers to make adjustments to items as needed, create users and disable them, work with accounting to enter new items and get pricing information.
- Performed standard clerical duties including filing, copying, and scanning documents to maintain organizational efficiency.
- Working closely with warehouse managers to make adjustment to items as needed, create users and disable them, work with accounting to enter in new items and get pricing information.
- Assist with cost tracking labor, materials, equipment, 3rd party materials and subcontractors for customer cost reporting as well as invoicing.
ADMINISTRATIVE / EXECUTIVE ASSISTANT
Ascentis Corporation
San Mateo, CA
08.2011 - 05.2015
- Coordinated office and annual marketing events, including trade shows and conferences, ensuring seamless execution and participation.
- Packaged and sent all giveaways, brochures, setups, and other items to the conference site.
- Assisting marketing management with entering in potential client into the database for sales representatives to follow up.
- Booked travel arrangements for the CEO, VP of Marketing, and Board Members.
- Coordinating hotel and car rentals for the CEO and upper management during travels.
- Work with house software for data entry of tax files, as well as performing software licensing tasks for regular and quarterly customers.
- Work with house software for data entry of tax files, as well as perform software licensing tasks for regular and quarterly customers.
- Assist with client software issues; make sure all tests have been run prior to working with our direct in house IT representative.
- Organized in-office tournaments to foster team engagement and camaraderie. in office tournaments, and activities outside of the office.
- Coordinated new hire documentation and scheduled interview times between management and prospects.
- Performed clerical duties including answering phones, managing supply inventory, and handling data entry and filing to support daily operations.
Education
BACHELOR OF BUSINESS ADMINISTRATION - CORPORATE MANAGEMENT
California State University-East Bay
Hayward, CAASSOCIATE OF ARTS - BUSINESS ADMINISTRATION
Heald College
Hayward, CASkills
- Progress billing
- Invoice generation
- Invoice reconciliation
- Job cost analysis
- Accounts receivable
- Accounts payable
- Contract compliance
- ERP billing systems
- Lien waiver tracking
- Cross-functional coordination
- Time management
- Detail orientation
- Communication effectiveness
Timeline
Senior Billing Specialist
Edison Power Contractors
11.2024 - Current
SR. BILLING SPECIALIST
Summit Line Construction
10.2023 - Current
BILLING SPECIALIST
Intren
07.2019 - 05.2023
OFFICE ADMINISTRATOR
Gulf Interstate Field Services
06.2018 - 07.2019
BILLING SPECIALIST (NORTHERN CA SCAFFOLDING DIVISION)
ASRC Industrial Services formerly known as Petrochem, Inc.
05.2017 - 06.2018
TIMEKEEPER-PAYROLL SPECIALIST-ADMINISTRATIVE ASSISTANT
JT Thorpe & Son, Inc
03.2015 - 05.2017
ADMINISTRATIVE / EXECUTIVE ASSISTANT
Ascentis Corporation
08.2011 - 05.2015
BACHELOR OF BUSINESS ADMINISTRATION - CORPORATE MANAGEMENT
California State University-East Bay
ASSOCIATE OF ARTS - BUSINESS ADMINISTRATION
Heald College