Billing Specialist

Job Description

Job Description

The HR Program & Vendor Administration Coordinator is responsible for administering HR programs and supporting the day-to-day management of HR third-party vendor relationships. This position coordinates invoice tracking, billing review, reconciliation support, internal reporting, and document retention for HR vendors and programs, including but not limited to HRIS/payroll, background screening, drug screening, third-party recruiting agencies, benefits broker services, vehicle mileage reimbursement, uniform programs, recognition programs, and health and wellness benefits. This role helps ensure HR programs are administered effectively and that Reddy Ice receives the services, deliverables, and contract benefits for which the Company is paying.

Demonstrates our “True North” attributes: voice of the customer, respect for the individual, no nonsense communication and utilization of facts, servant leadership and has a continuous improvement mindset in every facet of leadership and daily interaction. Leads, collaborates and demonstrates the lean principles and utilizes the lean methodologies and tools to facilitate continuous process improvements and value creation for our customers, employees and shareholders. Actively utilizes lean tools (VSM, Kaizen, A3, etc.) to inform and assess business opportunities to drive continuous improvement. Lead and participate in Kaizen and value stream mapping activities.

DUTIES & RESPONSIBILITIES

Invoice, Billing & Reconciliation Administration:

• Develop and maintain a schedule and process to track all HR-related bills and invoices, including monthly, quarterly, and annual billing cycles.
• Review, code, reconcile, and route HR-related invoices and billing for approval and payment in partnership with Finance and HR leadership.
• Track and report invoice discrepancies, unusual charges, missing documentation, or billing concerns internally for review and follow-up.
• Develop and maintain an effective retention system to file, organize, and retrieve vendor invoices, billing records, contract documents, and related support documentation.

Program Administration & Customer Service:

• Administer assigned HR programs.
• Maintain clear processes, documentation, and tracking tools to support consistent execution of HR programs.
• Administer the program to employees, answering questions, responding timely and following through on program commitments.  This may include tracking, follow up, and coordination of details necessary for the program to run successfully.
• Make recommendations for administrative efficiencies.
• Communicate program updates to employees.
• Provide an excellent level of service to employees, providing appropriate information in response to their inquiries, and ensuring that even difficult decisions are communicated with tact and respect.
• Collaborate with leadership when issues need to be escalated.

Vendor Contract & Deliverable Administration:

• Maintain an overall understanding of service expectations, contracted deliverables, billing terms, and payment requirements for major HR vendor contracts, including but not limited to HRIS/payroll, background and drug screening, third-party recruiting agencies, benefits broker services, financial wellness, health and wellness, vehicle mileage reimbursement, Docusign, rewards and recognition vendors, and uniform programs.
• Track whether Reddy Ice is receiving the services, deliverables, access, reports, credits, support, and other contract services included in vendor agreements.
• Maintain a vendor contract calendar that includes renewal dates, notice periods, pricing terms, billing cycles, key deliverables, and internal points of contact.
• Partner with HR leadership, Legal, Procurement, and Finance as needed to support contract administration, renewals, invoice review, and internal follow-up.
• Organize and retain contracts, amendments, statements of work, pricing schedules, renewal notices, invoices, and related documentation so current and historical records can be easily retrieved when needed.
• Process vendor invoices for payment in a timely manner.

True North & Continuous Improvement

• Demonstrate Reddy Ice’s True North attributes: voice of the customer, respect for the individual, no nonsense communication and utilization of facts, servant leadership and has a continuous improvement mindset in every facet of leadership and daily interaction.
• Demonstrate the lean principles and utilize the lean methodologies and tools to facilitate continuous process improvements and value creation for our customers, employees and shareholders. Actively utilize lean tools (VSM, Kaizen, A3, etc.) to inform and assess business opportunities to drive continuous improvement. Lead and participate in Kaizen and value stream mapping activities.
• Make and assume other duties and responsibilities required or assigned by management.
• Adhering to the Code of Business Ethics is essential. We value honesty and integrity above all else and we expect our employees to be committed to the highest ethical standards.
• Maintain high safety standards. Safety is personal for us all.

CONTACTS

Internal: HR leadership, corporate leaders, field leaders, and employees at all levels.

External: HR vendors, as necessary.

EDUCATION & EXPERIENCE

• Associate’s or equivalent related field experience required.
• 2+ years of experience in administrative, coordinator or related work.
• Proficient in Microsoft 365 with emphasis on excel skills in Excel, PowerPoint and Word.
• Experience supporting invoice tracking, billing reconciliation, vendor documentation, contract administration, or HR program administration preferred.
• Strong analytical skills and attention to detail.
• Excellent communication and customer service skills.
• Experience with lean/continuous improvement processes preferred.
• Demonstrated ability to manage multiple priorities and deadlines in a fast paced environment.

CRITICAL COMPETENCIES

• Detail oriented – demonstrated attention to detail and accuracy.  Ensures that work is error-free and reflects quality and clarity for our employees.
• Customer Service & Communication – communicate professionally and respectfully with employees at all levels in the organization.  Answer questions completely with tact and respect.  Aims to solve problems by assessing the root cause and finding the right solution.
• Organizational Skills – keep multiple programs, invoices, contracts, renewal dates, and deadlines organized and on time. Define processes for storing and accessing documentation and develop tracking systems for multiple projects and deadlines.

SUPERVISORY RESPONSIBILITY

This role has cross-functional leadership responsibility and direct supervisory responsibility for administrative department leaders and related external partners, as applicable.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS

This position primarily works in a corporate office environment, but may involve visiting plants, manufacturing facilities and distribution centers, which may have slippery floors and temperature fluctuations. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of their roles safely and effectively.

Work is conducted in a fast-paced, rapidly changing environment. The ability to manage stress, build professional and collaborative relationships, and reason through complex business situations is required.

We are committed to making reasonable accommodations for qualified individuals in accordance with the ADA and encourage candidates to discuss their need for accommodations during the recruitment process.