Accounts Receivable Billing Specialist

The Role

The Billing Specialist Level 3 plays a pivotal role within the Accounts Receivable department, focused on managing billing processes, ensuring the accurate and timely creation of invoices, and addressing billing-related inquiries. This position is crucial in maintaining the financial health of an organization and customer satisfaction through efficient and precise invoicing procedures. It requires an advanced level of expertise in billing procedures and systems and is responsible for managing complex billing situations and providing leadership and guidance to junior billing staff.

What You Will Do

Billing Process Management:

• Generate, review, and process invoices with precision and adherence to timelines.
• Generate and review complex invoices accurately and in a timely manner.
• Ensure that invoices are accurate, complete, and strict compliant with company policies and relevant regulations.
• Include and verify all necessary information on invoices, such as itemized charges, pricing, discounts, taxes, and payment terms. Scrutinize billing data for completeness and precision.
• Process special billing requests and adjustments.
• Address billing discrepancies and resolve billing-related issues.
• Update customer account information as needed.

Customer Interaction:

• Address customer inquiries and concerns related to their bills.
• Professionally and promptly respond to client inquiries regarding billing and invoices. Provide excellent customer service while explaining billing discrepancies and resolving disputes.
• Establish and maintain strong relationships with key customers or clients.
• Collaborate closely with the customer support team to resolve billing-related issues.

Billing Software and Systems:

• Proficiently navigate billing software and accounting systems to oversee invoices.
• Identify and report any system issues or areas for improvement.

Reconciliation:

• Meticulously reconcile invoices and billing records to ensure accuracy and consistency.
• Investigate and resolve discrepancies and billing disputes as they arise.

Documentation/Reporting:

• Analyse billing data to identify trends, potential issues, and areas for improvement.
• Prepare reports on billing activities as necessary.
• Present findings to management for decision-making.
• Maintain well-organized records of invoices, billing adjustments, and client communications.
• Prepare and submit reports summarizing billing activities as needed.

Data Analysis:

• Analyze billing data for inconsistencies, anomalies, and emerging trends.
• Recommend enhancements to billing processes and assist in implementing changes when necessary.

Compliance:

• Stay informed about relevant laws, best practices and regulations related to billing and taxation.
• Ensure that billing practices comply with local, state, and federal tax laws.
• Implement internal controls to maintain data security and confidentiality.
• Ensure strict adherence to regulatory and industry standards in billing practices.
• Assist in preparing financial reports associated with billing.

Quality Assurance:

• Conduct quality checks on billing documents to ensure accuracy and compliance with company policies and legal regulations.
• Implement and improve billing procedures to minimize errors and enhance efficiency.
• Collaborate with other departments to gather accurate billing data.

Team Collaboration:

• Collaborate with other finance and accounting team members on projects, process enhancements, and issue resolution.

Continuous Improvement:

• Identify areas for process improvement within the billing function and proactively propose solutions.

Training and Mentorship:

• Provide guidance and support in training and mentoring junior billing specialists when necessary.
• May be asked to lead a small group of junior billing specialists.

Software and Tools:

• Proficiently use billing software, accounting systems, and spreadsheet tools to streamline billing processes.
• Identify and recommend software improvements or updates to enhance efficiency.

 What You Will Bring

Qualifications:

• To excel in this role, an individual must successfully execute each crucial task. The outlined requirements below are indicative of the requisite knowledge, skills, and abilities. Appropriate accommodations may be provided to empower individuals with disabilities to fulfill essential functions.
• Bachelor’s degree in finance, Accounting, Business, or a related field (or equivalent work experience).
• Minimum of 2 years of experience in accounts receivable team. Preferably in a level 2 Billing Specialist role. Proven track record as a billing specialist, preferably at Level 2 or equivalent
• Familiarity with industry-specific billing processes and terminology is a plus.
• Knowledge of relevant laws and regulations regarding billing, taxation, and best practices.
• Strong knowledge of billing software, accounting systems, and Microsoft Office tools.

Required Skills and Abilities:

• Impeccable attention to detail and accuracy, and organizational skills.
• Exceptional analytical and problem-solving skills.
• Strong communication and interpersonal skills, especially when dealing with customers.
• Ability to handle confidential information with integrity.
• Analytical thinking for identifying trends and process improvements.
• Ability to work well under pressure and meet deadlines.  Ability to prioritize tasks and work in a fast-paced environment.
• Willingness to learn and follow established procedures.
• Ability to work effectively both independently and as part of a team.
• Able to communicate clearly and effectively, verbally, in writing, and by electronic communications with both internal and external clients.
• Excellent customer service skills.
• Ability to mentor and coach.
• Multi-lingual is preferred. 

Physical Demands:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Required to sit for extended periods of time.
• Required to wear a telephone headset to interact with clients and/or associates over the phone for 7+ hours a day.
• Required to type for extended periods of time.
• Required to work with digital displays for 7+ hours a day.

Work Environment:

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Work from the office or remote.
• Ability to work hours as dictated by the project.

ACCOUNTABILITY

This position does not have subordinates.

Decisions are escalated to a senior level.