Client Billing Specialist

Job Description –

The Client Billing Specialist holds a pivotal role in our organization, responsible for managing client invoicing and payment processes. This position encompasses a range of responsibilities, including client invoicing, auditing, reporting on billing activities, accounts receivable activities, and general clerical duties. As a central point of contact for out client partners, This role is crucial in maintaining a smooth revenue cycle and fostering positive client relationships through transparent and efficient billing practices.

Duties and Responsibilities

Reporting to the Chief Operations Officer (COO), the duties and responsibilities of the Client Billing Specailist include:

Client Invoice Preparation & Processing:

• Prepare and maintain monthly recurring invoices to clients based on active agreements.
• Ensure all billing information is accurate and up to date, including quantity, service descriptions, and pricing.
• Review work orders, time logs, or service agreements to confirm the correct billing amounts.
• Adjust invoices as needed for discounts, credits, or additional services.
• Ensure a timely delivery of hourly based services on a monthly basis.
• Collaborate with internal departments such as Sales and Account Management (SAM) and TechOps to ensure accurate billing.
• Coordinate with project managers or sales teams to ensure that invoicing aligns with contract terms.
• Maintain records of invoices and account statuses in Quickbooks for auditing and reporting purposes.

Auditing:

• Communicate with clients regarding billing inquiries, discrepancies, or disputes, and provide prompt resolution.
• Reconcile billing records with financial statements to ensure accuracy.
• Assist in improving billing processes and identifying areas for efficiency and automation.
• Ensure compliance with company policies, contractual vendor obligations, and financial regulations.
• Investigate and resolve billing discrepancies or disputes by coordinating with internal teams.
• Coordinate with SAM team members to provide detailed billing statements and breakdowns when requested by clients.

Payment Collection & Accounts Receivable Management:

• Monitor and track outstanding invoices, ensuring timely payments from clients.
• Send reminders, follow-up emails, and collection notices for overdue accounts.
• Process and record incoming payments through various methods (ACH, credit card, wire transfer, checks).
• Maintain an accurate log of payments received and reconcile them against invoices.
• Work with clients to set up payment plans for overdue balances, if necessary.

Financial Reporting & Record-Keeping:

• Maintain up-to-date records of invoices, payments, and outstanding balances in the financial system.
• Generate reports on accounts receivable aging, payment trends, and client billing activity.
• Assist in monthly, quarterly, and annual financial reconciliation processes.
• Work with accounting teams to ensure proper revenue recognition and compliance with financial policies.
• Assist in data management, data entry, and data analysis in databases and spreadsheets.

Administrative Duties:

• Schedule meetings, coordinate appointments, and manage calendars.
• Handle email and phone inquiries, routing them to the appropriate personnel.
• Prepare and distribute reports, presentations, and documents as required.

Desired Skills & Experience

Qualifications:

• High school diploma or equivalent (Bachelor's degree in a related field is a plus).
• Strong attention to detail and accuracy in financial transactions.
• Excellent organizational and time-management skills.
• Ability to handle sensitive financial data with confidentiality.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to use formulas, pivot tables, VLOOKUP, and data validation for financial reporting.
• Familiarity with ACH transfers, credit card payments, wire transfers, and online payment platforms.
• Ability to investigate discrepancies, identify billing errors, and correct financial records.
• Analytical skills to monitor payment trends, detect late-payment patterns, and suggest collection strategies.
• Adaptability to troubleshoot and resolve system or process-related issues.

Additional Requirements:

• Professional appearance and demeanor.
• Strong ethical standards and confidentiality.
• Attention to detail and problem-solving skills.
• Ability to adapt to changing priorities and multitask effectively.
• Basic knowledge of relevant technical fields (e.g., IT, engineering, science) may be required based on the role's specialization.
• Strong written and verbal communication skills for interacting with clients and internal teams.

Ideal Candidate Profile

Personality Traits:

• Detail-oriented – Ensures accuracy in invoicing and financial transactions.
• Tech-savvy – Comfortable with Quickbooks, Excel, and digital payment platforms.
• Strong communicator – Effectively handles client interactions and internal coordination.
• Highly organized – Can manage multiple accounts and billing cycles simultaneously.
• Analytical thinker – Identifies issues, suggests improvements, and streamlines processes.
• Ethically responsible – Understands the importance of handling financial data securely.

Job Type: Full-time

Pay: $20.00 - $22.00 per hour

Expected hours: No more than 40 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid sick time
• Paid time off
• Referral program

Schedule:

• 8 hour shift

Work Location: In person

Salary : $20 - $22