Timekeeper for Subcontractors (Consultants)

We are a small New York City based company with more than 70 IT professionals that does a lot of IT Staffing and Project Based Work. We deal with about 20 companies (subcontractors) which provide about 70 consultants (resources) who bill us for these consultants based on an hourly rate and the number of hours worked.

We receive different timesheets from different consultants in different formats along with a monthly invoice for each consultant. We are looking for a Timekeeper that will accomplish the following tasks:

1. Keep track of all the consultants and their companies (subcontractors)
2. Review submitted timesheets and ensure the corresponding invoice hours match the approved timesheet
3. Ensure the hourly rate on the invoice matches the hourly rate in our records
4. Ensure that timesheets are approved with a signature or other approval forms by the end client
5. Communicate with the companies (subcontractors) regarding any discrepancies and require invoice resubmission or adjustment
6. Ensure approved timesheets and invoices are submitted timely by sending reminders to tardy subcontractors when needed
7. acknowledge receipt of invoices/timesheets from contractors and immediately send a verification email or request modifications/adjustments
8. Record the completion date of when properly approved timesheets and invoices are submitted sine that impacts payment terms
9. Ensure that any invoice submitted has a corresponding purchase order (P.O.) and a Master Services Agreement (MSA) has been signed with the subcontractor
10. Communicate with our accounting and bookkeeping staff to ensure proper recording of information in out accounting system
11. Audit timesheets and invoices on a monthly basis (in addition to the audit that takes place when the subcontractors submit) once all timesheets have been received and produce a report to management and accounting staff
12. Suggest software systems, process improvement, and better ways to accomplish timekeeping tasks
13. Ensure all invoices/timesheets are saved in the companies Dropbox and they are available when needed by anyone n the company
14. Provide timesheets to clients when requested and ensure that our clients do not have access to our financial data (how much we are getting the resources for vs how much we are charging the client)

Job Requirements:

1. Must have at least 3 years of experience with a U.S. company where they have functioned as a timekeeper in an IT Consulting environment
2. Must have the ability and at least 3 years of experience to understand different timesheet formats and is able to verify worked hours against invoiced hours (required experience goes beyond standard payroll experience where all employees submit timesheets)
3. The person must highly organized, detailed oriented, accurate and precise
4. High proficiency in English both in verbal and written form
5. Experience communicating with vendors/contractors and setting up Master Services Agreements, Payment Terms, etc. will be preferred
6. Experience with QuickBooks or other accounting software will be preferred