Billing Coordinator

Position Summary

The Billing Coordinator is responsible for ensuring accurate and timely billing for Berlitz's language instruction, cultural consulting, testing and corporate training services. This role works closely with Sales, Operations, Finance, and Client Success teams to prepare invoices, resolve billing discrepancies, maintain customer accounts, and support month-end financial processes. The ideal candidate is detail-oriented, organized, customer-focused, and committed to delivering exceptional service while maintaining billing accuracy.

Key Responsibilities

• Prepare, review, and process customer invoices in accordance with contractual agreements and company policies.
• Accurately post payments to invoices.
• Verify billing information, purchase orders, pricing, discounts, and client-specific billing requirements.
• Coordinate with Sales, Operations, and Program Management teams to ensure billing data is complete and accurate.
• Investigate and resolve billing discrepancies, invoice disputes, and customer inquiries in a timely manner.
• Monitor outstanding invoices for follow-up collection efforts.
• Maintain accurate customer billing records and documentation within financial and CRM systems.
• Assist with month-end and year-end closing activities by reconciling billing transactions and preparing supporting reports.
• Generate recurring invoices and process billing adjustments, credits, cancellations and refunds when necessary.
• Ensure compliance with company financial policies, internal controls, and applicable accounting standards.
• Support process improvement initiatives by identifying opportunities to streamline billing workflows and improve accuracy.
• Prepare ad hoc billing reports and financial analyses as requested by management.
• Maintain confidentiality of customer financial information and company data.
• Other responsibilities and special projects may be assigned as needed.

Qualifications

Education

• Associate or bachelor's degree in accounting, Finance, Business Administration, or a related field preferred.
• Equivalent combination of education and relevant experience may be considered.

Experience

• Minimum 2 years of billing, accounts receivable, finance, or accounting experience.
• Experience working in a service-based or multinational organization is preferred.
• Experience with ERP or accounting systems is highly desirable.
• Experience with client portals (Ariba, Coupa, Oracle, etc.) is preferred.

Skills & Competencies

• Strong attention to detail and high level of accuracy.
• Excellent organizational and time-management skills.
• Ability to manage multiple priorities and meet deadlines.
• Strong analytical and problem-solving abilities.
• Excellent verbal and written communication skills.
• Customer-focused with strong interpersonal skills.
• Proficient in Microsoft Excel, Outlook, and Microsoft Office applications.
• Experience with ERP, accounting, or billing software preferred.
• Ability to work independently while collaborating effectively with cross-functional teams.

Working Conditions

• Primarily office or remote/hybrid work environment, depending on business needs.
• Occasional extended hours may be required during month-end close or peak billing periods.

Success Measures

The successful Billing Coordinator will:

• Maintain a high level of billing accuracy.
• Process invoices within established service level agreements.
• Resolve billing inquiries promptly and professionally.
• Contribute to timely month-end close activities.
• Support positive client relationships through responsive and accurate billing services.
• Continuously identify opportunities to improve billing efficiency and process effectiveness.

Berlitz is an Equal Opportunity Employer.