Billing Specialist

Role Description

The Billing Specialist plays a critical role in maintaining healthy cash flow and supporting the sales process by managing customer billing, collections, payment processing, and financial recordkeeping. This position works closely with the sales team and bookkeeper to ensure accurate invoicing, timely collections, commission tracking, and exceptional customer service throughout the payment process.

Essential Duties and Responsibilities

• Accounts Receivable Management
  • Monitor outstanding customer balances and maintain accurate accounts receivable records.
  • Conduct daily follow-up on overdue and declined payments via phone, email, and text.
  • Resolve billing questions and payment issues in a professional and timely manner.
  • Negotiate and implement modified payment schedules when appropriate.
  • Document all collection activities and customer communications.
• Billing & Invoicing
  • Generate invoices for products, services, and additional work requested by customers.
  • Ensure invoices are accurate and sent promptly.
  • Process customer payments through the company's payment processing platform.
  • Maintain organized billing records and supporting documentation.
• Sales Team and Operational Support
  • Assist the team with payment processor setup and customer financing/payment options.
  • Provide administrative support related to customer accounts and payment status.
  • Coordinate with sales representatives to ensure a smooth customer billing experience.
• Commission Administration
  • Track sales commissions and maintain accurate commission records.
  • Verify commission calculations and prepare reports for management and payroll.
• Bookkeeping Support
  • Organize and file receipts and supporting financial documentation.
  • Assist the bookkeeper by maintaining accurate financial records and documentation.
  • Communicate discrepancies promptly.
  • Support month-end record preparation as needed.

Qualifications

• Experience in billing, accounts receivable, bookkeeping, or administrative accounting preferred.
• Strong customer service and communication skills.
• Comfortable making collection calls and following up consistently with customers.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple priorities in a fast-paced environment.
• Proficiency with accounting software, payment processing systems, and Microsoft Office or Google Workspace.
• Ability to maintain confidentiality and handle sensitive financial information professionally.

Preferred Skills

• Experience with payment processing platforms.
• Knowledge of basic accounting principles.
• Experience tracking commissions.
• Familiarity with CRM and invoicing software.
• Strong problem-solving and conflict resolution skills.

Work Environment

• This is a remote position performed from a dedicated home office.
• Employees must maintain:
  • A reliable computer capable of running Microsoft 365 and other required business applications.
  • High-speed internet with dependable video conferencing and telephone capabilities.
  • A quiet, private workspace free from regular distractions.
  • Availability and responsiveness during normal business hours in the Central Time Zone, including participation in virtual meetings and timely communication with clients and team members.

Physical Demands

• Ability to remain in a stationary position (sitting or standing) for extended periods during the workday.
• Ability to use a computer, keyboard, mouse, and telephone for prolonged periods.
• Ability to communicate effectively verbally and in writing, including participating in video conferences.
• Ability to type accurately and efficiently to perform essential job functions.

Company Description

Please review this Vivid Vision and prepare to answer questions connecting your role to the statement:

Champion Tax Relief — Vivid Vision

Our Goal by 2029: The absolute #1 company for small business owners to resolve their IRS back tax problems.

• Recognized as the #1 leader in solving business owners’ back tax problems — by the accounting profession and by our clients.

Who We Serve: While most tax resolution companies service the mass market in a cookie-cutter way, our firm services only the most complex IRS back tax problems — specifically for self-employed people and small business owners.

• Most of our clients owe a minimum of $100,000 in back taxes, haven’t filed in years (often with no records to file with), and the IRS is knocking at their door.
• Clients come to us because we are so specialized — and because we deliver results others simply can’t.
• The work we do directly impacts people’s livelihoods. It protects their finances, their businesses, their marriages, and gives them a newfound path forward that has eluded them for years.

Our Culture: Work hard, enjoy it while we do.

• People feel respected working here — their opinions matter. We aren’t looking for “yes men.”
• A-player only environment. If you can make things happen on your own, you’re a great fit.
• We strongly value our employees. How we treat our team directly relates to the results we bring to clients.
• Self-motivated, entrepreneurial individuals who want greater responsibility and autonomy — and who can self-manage.
• The company runs autonomously — systems and personnel so solid that everything gets done, right, the first time.
• Excellent systems. We’ve been around the block, and we know exactly what’s needed to deliver for our clients.

Code word: Apricot

• Core Values:
  • Entrepreneurial Attitude — We solve problems, figure out how to make things better, and take joy in continuous improvement.
  • Self-Managed — We get stuff done without needing someone to keep on top of us.
  • Excellent in Our Work — We are mindful of the great trust our clients place in us, and we do a great job for them.
  • Grow Big, Act Small
  • Respect Everyone
  • Have Fun