Billing Specialist

Description

JOB SUMMARY

With over 50 years of proven performance, Zonatherm Products and ThermFlo provide complete, end-to-end solutions for essential mission critical power and cooling systems serving industries from data centers, hospitals and municipalities to industrial and commercial facilities. From initial planning and expert guidance to custom equipment, system design, installation, and ongoing support, we deliver a fully integrated approach that keeps operations running smoothly.

Reporting directly to the Accounts Receivable Manager, the Billing Specialist supports the billing processes for the organization, ensuring accurate and timely invoicing in alignment with customer agreements and job completion data, supporting process improvements, and aids in project work for 875 Inc. This role is responsible for completing typical Billing requests and serves as the primary point of contact for resolving customer billing issues. Their main duties include:

ESSENTIAL RESPONSIBILITIES

• Processes invoices for all cases post completion for 875 Inc.
• Resolves discrepancies prior to invoicing and validates all billing data (taxes, customer information, terms, etc.) and ensures it aligns with contracts and/or purchase orders.
• Coordinates with sales, service coordinators, and project managers on billable work.
• Prepares reports and collects data for unbillable work (WIP) to ensure appropriate progress billing.
• Provides monthly and ad hoc reporting from Manufacturer Portals and supports data clean-up across portals.
• Accountable for the timely submission of invoices within manufacturer portals.
• Contributes to and supports customer financial onboarding of customers.
• Processes commission entry for all Sellers within required SLAs and elevate issues to Accounts Receivable Manager.
• Responsible for daily customer record management for all Billing Activities and leads weekly check-in information.
• Functions as the first point of contact for updating customer records and proactively outreach to customers for updated information
• Supports data management and process updates to drive automation and meet business needs.

SECONDARY RESPONSIBILITIES

• Comprehends and adheres to all safety, quality, and Company guidelines specified in the Employee Handbook, the safety policy manuals, quality procedures or any official Company documents.
• Other duties, as assigned.

Requirements

ESSENTIAL QUALIFICATIONS AND REQUIREMENTS

• Education: Associate's degree in accounting or equivalent field.
• Experience: 2 years of experience in accounts receivable, collections, or accounts payable.
• Accounting: Understanding of basic principles or finance, accounting, and bookkeeping.
• Invoice Processing: Experience uploading customer invoices to third-party portals and processing payment in various forms (checks, e-payments, credit cards) and having the ability to analyze and manage data in spreadsheets and reports.
• Customer Service: Effective verbal and written communication skills. An ability to maintain a fair, firm, and friendly approach with customers.
• Computer Skills: Ability to use Microsoft Office suite and experience with accounting software.
• Organizational Skills: Ability to handle multiple tasks, deadlines, and projects at once and stay organized, prioritizing as appropriate.
• Supervisory Responsibilities: This position has no supervisory responsibilities.

PREFERRED QUALIFICATIONS AND REQUIREMENTS

• Software: NetSuite and Avalara experience preferred.

WORK AND TRAVEL REQUIREMENTS:

• Physical Demands: This position requires the ability to operate within an office environment and occasionally lift and/or move up to 10 pounds. Reasonable accommodations will be provided aligned with current federal and state regulations upon request.
• Work Environment: This job generally operates in a professional clerical, office setting. This role routinely uses standard office equipment such as computers, phones, adding machine, postage machine and photocopiers.
• Position Type and Expected Hours of Work: This is an hourly, full-time position, operating Monday-Friday with a one (1) hour lunch.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without prior notice.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.