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Project Invoicing Cooridnator

Stratoscope
locationWest Palm Beach, FL, USA
PublishedPublished: 6/14/2022
Full Time

Job Description

Job Description

Position Overview

Stratoscope Holdings is seeking a detail-oriented, systems-savvy Project Invoicing Associate to join our Accounting team. This role is responsible for preparing and managing accurate, GAAP-compliant invoicing for client projects and supporting project-level profitability analysis across all engagements.

This role interfaces with the Project Operation teams to ensure invoicing workflows are efficient, documented, and tightly aligned with operational execution- working within Sage Intacct and other core systems —including Monday.com, Square, and Google Sheets

This is a great opportunity for someone who thrives in a collaborative environment and is confident in managing billing cycles, financial compliance, and data integrity at scale.

Role Responsibility Highlights

Privately held Stratoscope Holdings is the sole owner of Stratoscope, Ingressotek, Ford K9 and Stratos K9. Founded in 2020 with Stratoscope Consulting and Ingressotek the company has achieved substantial year over year growth with 60+ events on the Stratoscope side and 160+ for Ingressotek in 2024.. Stratoscope Holdings acquired Ford K9 in April 2025 and subsequently launched Stratos K9. The Project invoice associate will play a key role in supporting Stratoscope’s rapid growth by helping scale and improve the company’s invoicing infrastructure, processes and reporting tools to meet increasing project volume and complexity. Key responsibilities include:

Invoicing & Revenue Execution

    • Prepare and submit invoices in Sage Intacct in accordance with project contracts, rate structures, and billing schedules.
    • Ensure invoices are compliant with GAAP, including proper revenue cutoffs and alignment with accrual-based accounting practices.
    • Use Google Sheets to track billable activity, reconcile data, and manage invoicing workflows.
    • Reference Monday.com to manage task timelines, status updates, and cross-functional collaboration.
    • Reconcile payments through Square and ensure proper application to open invoices.
    • Maintain complete billing documentation including POs, approvals, and rate structures.
  • Collaborate with leadership to ensure accurate revenue recognition and support financial statement integrity.

Profitability & Financial Reporting

    • Support project-level financial reviews by comparing billed revenue to expected costs and labor inputsAnalyze billed vs. unbilled revenue by project to support gross margin tracking.
    • Support and identify inconsistencies or missed billing opportunities and flag them for correction or escalation
    • Maintain and update internal billing logs and profitability dashboards using Google Sheets.
  • Assist in monitoring KPIs including Days Sales Outstanding (DSO), billing cycle time, and margin by project/client.

Process, Documentation & Compliance

    • Maintain complete and organized invoice documentation in Google Drive for internal controls and audit requirements.
    • Assist in developing SOPs for invoice workflows, exception handling, and compliance review.
  • Participate in month-end close activities, including billing cutoffs, accruals, and reconciliation.

Why Join Stratoscope Holdings?

  • Executive-level impact in a rapidly growing, mission-driven company
  • Lead innovative teams shaping the future of event security and canine operations
  • Work closely with a visionary team and play a critical role in long-term strategy
  • Flexible, remote work environment with meaningful leadership autonomy
  • Competitive executive compensation and growth potential

Required Traits/Qualifications

  • 2+ years of invoicing, billing, or project accounting experience in a professional services or operations-heavy environment
  • Strong knowledge of GAAP and how it applies to invoicing, revenue recognition, and documentation
  • Proficiency with Sage Intacct, Google Workspace (Sheets, Docs, Drive, Gmail) and able to manage complex spreadsheets with formulas, pivot tables, and validation
  • Experience with Monday.com, and Square
  • Strong analytical mindset with a high attention to detail and accuracy and a proactive approach to identifying and resolving issues.
  • Ability to manage multiple priorities, meet deadlines, and maintain accuracy under pressure
  • Strong written and verbal communication skills and the ability to work cross-functionally with operation and accounting.
  • Understanding of internal controls and billing best practices
  • Familiarity with margin analysis and cost recovery metrics
  • Bachelor’s degree in Accounting, Finance, or Business—or equivalent professional experience
  • Experience in a services-based or event-based company a plus
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