Billing Specialist

Billing Processor

Tampa FL

Summary of Position:

This position is responsible for accurate and timely submission of invoices to the customers while developing a working knowledge of MaintenX Customer billing requirements. The Billing Processor is responsible for the final review of the work order ensuring that required customer documentation is included prior to invoice submission. Communicates and resolves discrepancies with Regional Service Coordinator (RSC) and escalates when necessary to Billing Manager, Billing Director, Regional Service Manage (RSM) and/or Department Directors.

Duties & Responsibilities:

• Constantly reviews Xfactor Batch Listing for newly assigned invoices
• Prioritizes invoice submission based on customer invoice payment schedules and then chronologically by batch number
• Submits completed invoices to customer via customer portals, email or standard postal mail
• Reviews and identifies invoice issues prior to invoice submission (i.e. IVR, Purchase Order (PO)’s, contact emails, missing billing information and other discrepancies)
• Follows up with RSC &/or RSM on identified issues dealing with the management of the work order such as IVR, PO’s, contact emails, photos, completion tickets, etc.
• Follows up with Billing Specialist, Billing Team Lead and/or Billing Manager/Director on any identified invoice related issues such as an incorrect bill to, missing detail line items, or missing customer break down, etc.
• Escalates any unresolved issues that delay invoice submission to Billing Manager/Director after exhausted communication via emails, phone calls and in-person requests to responsible parties, this includes escalating the issue following that departments chain-of-command.
• Follows up on escalated batch issues daily
• May assist in obtaining subcontractor invoices needed for final billing/processing
• May assist in obtaining customer requested completion documents

• When necessary, additional duties may be assigned, and the company expects the Billing Processor to exercise initiative to anticipate and prevent problems
• Assists all levels of management, as assigned

Competencies:

• Attendance/Punctuality : Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings on time
• Analytical : Collects and researches data; Uses intuition and experience to complement data; Designs work flows and procedures.
• Problem Solving : Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Uses reason even when dealing with emotional topics.
• Customer Service : Manages difficult or emotional customer situations; Responds promptly to customer needs; Responds to requests for service and assistance; Meets commitments.
• Teamwork : Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.
• Quality Management : Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness.
• Organizational Support : Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.
• Motivation : Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated risks to accomplish goals; Asks for and offers help when needed.
• Dependability : Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.

Required Education & Experience:

• High school Diploma or its equivalent
• One (1) years’ experience in Billing (Medical, Banking, Construction, or Facilities)
• Two or more (2+) years' experience in an office or administrative setting
• One or more years of experience working in a fast-paced customer service environment
• Basic database experience
• Proficiency in Microsoft Software
• Proficient in the use of search engines and overall internet researching
• Strong Computer and typing skills

Preferred Education & Experience:

• Associates Degree or Bachelor of Arts
• Two (2) years’ or more experience in Billing or Invoicing for construction and/or facilities maintenance industries

Additional Eligibility Requirements:

• Ability to work independently and as a member of various teams.
• Good organizational and time management skills, with a proven ability to handle multiple projects and meet deadlines.
• Ability to deal effectively and respectfully with a diversity of individuals at all organizational levels.
• Exhibits good judgement with the ability to make timely and sound decisions, while able to support and explain reasoning for decisions.
• Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm.
• Excellent verbal and written communication skills which are used to communicate professionally and effectively in person, on the phone, electronically or through other means to individuals and groups.
• Acute attention to detail.

Physical Demands:

• Continually required to talk or hear while concentrating.
• Frequently required to sit, stand, and walk.
• Frequently required to utilize hands to type.
• Occasionally will be required to lift up to 20 lbs.

Reports To: Billing Manager/Director

FLSA Classification: Non-Exempt

Position Type: Full Time

Expected Hours of Work/Schedule: Monday through Friday, 40 hours per week