Billing specialist

Billing Specialist

Safebound Moving & Storage | Safebound Luxury Location: West Palm Beach, FL Position Type: Full-Time

Safebound Moving & Storage is seeking a highly organized, detail-oriented Billing Specialist to support our growing logistics, moving, warehousing, and white-glove delivery operations.

This position is responsible for ensuring completed services are accurately reviewed, documented, invoiced, and followed through to payment. The ideal candidate is comfortable working in a fast-paced environment where schedules, labor hours, materials, storage, transportation, and additional service charges can vary from job to job.

This role requires someone who is proactive, comfortable asking questions, and able to catch discrepancies before an invoice reaches the client.

Key Responsibilities

Billing & Invoicing

• Prepare and issue accurate client invoices for completed jobs, services, and storage.
• Review job documentation prior to billing, including labor hours, crew size, truck time, travel, materials, storage, receiving, delivery, and additional services.
• Verify that all billable services performed are properly captured.
• Review estimates and approved pricing against final job charges.
• Apply applicable fees, surcharges, discounts, and client-specific pricing.
• Maintain recurring and monthly billing for storage and ongoing accounts.
• Process billing adjustments, credits, and corrections when approved.
• Ensure invoices are submitted according to client-specific billing requirements and deadlines.
• Provide weekly reports on revenue
• Assist Accounting team with historical revenue information.

Review completed job paperwork, work orders, BOLs, crew notes, photos, receipts, and supporting documentation.

• Communicate with Operations, Dispatch, Sales, Account Managers, and Warehouse personnel to resolve billing discrepancies.

Accounts Receivable Support

• Monitor outstanding and past-due invoices.
• Maintain accurate records of invoice status and client balances.
• Send professional payment reminders and follow up on outstanding balances.
• Assist with resolving client billing questions and invoice disputes.
• Provide statements, invoice copies, receipts, and supporting documentation when requested.
• Escalate aging or problematic accounts to management when necessary.
• Record and reconcile incoming payments as assigned.

Client & Internal Communication

• Respond professionally to billing-related questions from clients.
• Work closely with Sales and Account Management to understand client pricing agreements.
• Coordinate with Operations to ensure job information is complete and accurate.
• Communicate discrepancies quickly rather than allowing billing issues to remain unresolved.
• Help maintain a smooth handoff from job completion → billing → payment.

Qualifications

• Previous experience in billing, accounts receivable, bookkeeping, accounting support, or administrative finance preferred.
• Strong attention to detail and ability to identify discrepancies.
• Comfortable working with numbers, rates, percentages, and time-based billing.
• Strong organizational and time-management skills.
• Proficiency with Microsoft Excel and/or Google Sheets.
• Ability to learn company software, CRM, accounting, and logistics systems.
• Strong written and verbal communication skills.
• Ability to handle confidential financial and client information professionally.
• Comfortable communicating with clients regarding invoices and outstanding balances.
• Ability to manage multiple accounts, deadlines, and priorities simultaneously.
• Experience in moving, logistics, warehousing, transportation, construction, interior design receiving, or service-based businesses is a plus.

Ideal Candidate

You may be a strong fit if you are:

• Extremely detail-oriented
• Organized and process-driven
• Comfortable working independently
• Confident following up with clients
• Good at identifying inconsistencies
• Comfortable working across multiple departments
• Able to prioritize urgent billing deadlines
• Professional when handling billing questions or disputes
• Someone who enjoys creating order in a fast-moving environment

Safebound Moving & Storage provides moving, logistics, warehousing, receiving, delivery, and white-glove services throughout Florida. Our Safebound Luxury division supports interior designers, luxury retailers, developers, showrooms, residences, and commercial clients with specialized logistics and installation services.

Our business depends on exceptional service in the field and equally strong organization behind the scenes. The Billing Specialist plays an important role in making sure the services our teams perform are accurately documented, billed, and collected.

Safebound Moving & Storage is an Equal Opportunity Employer.