Accounts Receivable/Billing Specialist

Job Description

Job Description

Position Summary

The Accounts Receivable/Billing Specialist supports accurate, timely billing and collection of customer accounts. This position processes a high volume of invoices and repair orders, verifies billing information, maintains reliable records, issues statements, and follows up on past-due balances. Success requires excellent numeric data-entry skills, sustained attention to detail, sound judgment, and professional communication with customers and internal teams.

This position is 34 hours per week.

Duties and Responsibilities

· Enter invoices into QuickBooks accurately and within established deadlines.

· Review repair orders and supporting documentation for completeness, correct customer information, rates, purchase-order requirements, and billable services before invoicing.

· Prepare and send accurate invoices to corporate, municipal, insurance, commercial, and other customer accounts using required submission methods or portals.

· Complete a daily audit of billing activity; identify missing, duplicate, incomplete, or incorrect transactions and coordinate corrections.

· Maintain records, invoices, customer account notes, and files in an organized and auditable manner.

· Monitor aging and follow up professionally on late or past-due payments by telephone and email; document contacts and commitments.

· Research payment discrepancies, short payments, unapplied amounts, billing questions, and disputed charges; escalate unresolved matters as appropriate.

· Apply customer payments, credits, and adjustments accurately.

· Obtain, verify, record, and track purchase-order numbers and other customer billing requirements.

· Respond promptly and professionally to customer and internal questions regarding invoices, balances, statements, and account status.

· Reconcile billing and accounts receivable information to source records and assist with month-end reporting or account review.

· Protect confidential customer, financial, and company information and follow internal controls and record-retention practices.

· Perform other related accounting and administrative duties as assigned.

Required Qualifications

· High school diploma or equivalent.

· Associate or bachelor’s degree in accounting is a plus but not required.

· Minimum of 1-2 years of billing, accounts receivable, bookkeeping, accounting support, or comparable high-volume transaction-processing experience.

· Experience with QuickBooks or similar accounting software; demonstrated ability to learn company systems and customer portals.

· Strong numeric data-entry and 10-key skills with demonstrated speed and accuracy.

· Working knowledge of Microsoft Word and Excel.

· Strong attention to detail, organization, time management, and ability to perform repetitive work accurately in a deadline-driven environment.

· Professional written and verbal communication and the ability to discuss balances and payment status tactfully.

· Ability to investigate discrepancies, recognize when information is incomplete, and seek clarification before processing.

· Ability to reason and think logically in problem-solving

· Dependability, integrity, and discretion when handling confidential financial information.