Billing and Accounts Receivable Coordinator

Job Description

Job Description

With 60+ years in business, BMF is one of the region’s premier accounting and advisory firms with a long history of serving leading public and private organizations in Northeast Ohio, and was recently recognized as a 2026 Best of the Best Firm and also a  Top 200 Firm by Inside Public Accounting.

JOB DESCRIPTION
The Billing & Accounts Receivable Coordinator is responsible for supporting the Firm’s business operations through the coordination and administration of client billing, accounts receivable, collections, accounts payable, and related operational processes.  This role works closely with our Firm Controller, as well as with Partners, Managers, vendors, and other administrative staff to ensure timely and accurate processing of financial transactions while maintaining a high level of client service and operational efficiency.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Billing Administration:

• Prepare, review, and distribute client invoices
• Monitor work-in-process (WIP) balances and assist engagement teams with billing readiness.
• Process approved invoice adjustments, write-downs, and write-offs.
• Respond to billing inquiries and resolve invoice discrepancies.
• Maintain accurate client billing records within the Firm’s practice management system.

Accounts Receivable and Collections:

• Apply client payments and maintain accurate accounts receivable records.
• Update and maintain the cash receipts journal.
• Prepare and distribute client statements.
• Monitor aging reports and identify overdue balances.
• Communicate professionally with clients regarding outstanding invoices and payment arrangements.
• Serve as a point of contact for client inquiries.
• Document collection activities and follow established collection procedures.
• Escalate high-risk or significantly delinquent accounts as appropriate.
• Assist management with collection strategy development and follow up.
• Purge checks according to Firm policy.

Accounts Payable:

• Review, code, and process vendor invoices.
• Ensure invoices are properly approved and paid in accordance with established procedures.
• Reconcile vendor statements and resolve payment discrepancies.
• Maintain organized accounts payable records and supporting documentation.
• Serve as a point of contact for vendor inquiries.
• Support Firm Controller as needed with processing employee expense reports.

Cash Management and Reconciliations:

• Process daily deposits and cash receipts
• Reconcile payment activity between firm systems and banking records.
• Research and resolve unapplied payments, credits, and account discrepancies.
• Assist with monthly account reconciliations and closing activities.

Reporting and Analysis:

• Prepare recurring billing, collections, accounts receivable, and accounts payable reports.
• Identify process inefficiencies and opportunities for operational improvement.
• Assist in the preparation of management reports and special projects.

Operational Support:

• Assist with client setup, maintenance, and administrative updates within firm systems.
• Support implementation and ongoing maintenance of accounting and practice management software.
• Develop and maintain process documentation.
• Cross-train with other administrative and accounting functions to provide back-up coverage.
• Serve as back-up support for tax processing procedures, including tax return processing, e-filing, extensions, and other tax operations functions as needed.
• Serve as back-up support for front-office functions, including answering incoming calls, greeting visitors, directing clients and guests, and assisting with general office inquiries to ensure a positive client experience.
• Participate in continuous improvement initiatives designed to enhance operational efficiency and client service.
• Assist with other administrative tasks as required or requested.

OTHER SKILLS AND ABILITIES

• Ability to effectively use Microsoft Office software including Word, Excel, and Outlook.
• Demonstrated ability or willingness to learn and apply AI tools, including Microsoft Copilot and similar platforms, to streamline administrative workflows, enhance productivity, and drive operational efficiency.
• Ability to operate office equipment (telephone, scanners, copiers, etc.). 
• Ability to complete work in an efficient and accurate manner. 
• Ability to adapt to change.
• Ability to organize work and projects, prioritize and meet deadlines.
• Contribute to a team effort.
• Ability to effectively multi-task.

EDUCATION AND/OR EXPERIENCE
College education preferred but not required.  Minimum of 3 years of experience in billing, accounts receivable, accounts payable, accounting operations, or related financial or operations support functions. Professional services, public accounting, or similar experience preferred.

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