Billing Specialist

BILLING SPECIALIST

Department: Finance Operations

Reports To: Billing Manager

Location: Corporate (Tampa)

We are seeking a detail-oriented and organized Billing Specialist I to join the finance team. In this entry-level role, you will be responsible for assisting in the preparation, processing, and tracking of invoices, ensuring timely and accurate billing for services or products provided. The ideal candidate will have strong analytical skills, attention to detail, and the ability to work effectively in a fast-paced environment while providing excellent customer service. A key aspect of this role involves submitting invoices to customer portals or following specific submission requirements as directed by the customer.

Key Responsibilities

Invoice Preparation:

• Generate and review invoices based on sales orders for one-day jobs.
• Ensure accurate billing details, including pricing, quantities, terms, and customer information.
• Verify invoice information against contracts or agreements to ensure compliance with billing terms.

Invoice Submission:

• Submit invoices to customer portals or through other methods as required by customers (e.g., email, mail, or electronic submission).
• Ensure invoices are submitted in the correct format and within the required time frame according to customer specifications.
• Monitor submission confirmations and track invoice status to ensure timely processing and payment.
• Respond to customer inquiries regarding invoices, payments, and account details.

Data Entry & Documentation:

• Enter billing data into the accounting or billing software system accurately and in a timely manner.
• Maintain and update customer account information, ensuring all records are up-to-date and accurate.
• Assist with managing billing documentation and filing systems, ensuring accessibility and compliance.

Billing Reports & Reconciliation:

• Assist in generating and reviewing monthly billing reports for management.
• Reconcile billing records with internal accounting reports to ensure accuracy.
• Help track and monitor billing cycles and ensure timely processing of invoices.

Compliance & Best Practices:

• Adhere to company policies and industry regulations related to billing and accounting.
• Assist in improving billing procedures and processes for greater efficiency and accuracy.
• Stay informed about any changes to billing requirements or practices.

Qualifications

Skills:

• Strong attention to detail with the ability to identify discrepancies and resolve issues.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Ability to handle multiple tasks and meet deadlines in a fast-paced environment.
• Basic understanding of accounting principles and billing processes.

Education & Experience:

• High school diploma or equivalent required; associates degree in accounting, Finance, or related field preferred.
• Minimum 1 year of experience in billing, accounting, or a related administrative role preferred (entry-level candidates are encouraged to apply).
• Proficiency with Microsoft Office Suite (Excel, Word, Outlook) is required; experience with billing or accounting software (e.g., QuickBooks, SAP, or other ERP systems) is a plus.
• Experience submitting invoices to customer portals or adhering to specific customer submission requirements is a plus.
• Must be legally authorized to work in the United States.
• Must be able to read, speak, and understand English.