Description

The Billing and Invoicing Specialist is a key piece of our dynamic Financial Operations team. The primary responsibility of this role is to efficiently manage the billing and invoicing processes, including generating client invoices, processing subcontractor invoices and payments, and handling expense reports. The Billing and Invoicing Specialist will also support the finance and operations teams as needed.

Knowledge and Skills

• Generate accurate and timely client invoices following contractual agreements and client specifications.
• Setup subcontractors in Microsoft Dynamics, process invoices and ensure timely and accurate payments.
• Handle the processing of expense reports, ensuring compliance with company policies and procedures.
• Perform various operations activities, including data entry, validation, and invoice generation.
• Run management reports and research billing discrepancies and errors.
• Respond to customer inquiries regarding bills and assist as needed.
• Collaborate with internal teams to streamline billing processes and improve efficiency.
• Assist with ad hoc projects and tasks as assigned by supervisors or managers.

Problem Solving/Analysis

• Identifies issues with billing processes, invoices, and financial data to identify any discrepancies or areas for improvement.
• Researches and Investigates root causes of issues, utilizing reports and data analysis tools to gather relevant information.
• Uses collaborative problem-solving with internal teams, including finance, operations, and management, to discuss findings, share insights, and brainstorm effective solutions to address identified problems.
• Implements solutions tailored to address the identified challenges, ensuring they align with company policies and objectives.
• Monitors the effectiveness of implemented solutions by tracking key metrics and soliciting feedback from stakeholders to continually refine processes and drive ongoing improvement in billing and invoicing operations.

Business Impact and Scope

• Efficiently manages client invoices, subcontractor payments, and expense reports, contributing to the streamlining of financial operations and reducing errors and delays in billing processes.
• Gives attention to detail and commitment to accuracy to ensure that billing records are maintained with precision, leading to improved financial accuracy and compliance with regulatory requirements.
• Provides prompt and accurate invoicing and responsiveness to billing inquiries, helping maintain positive client relationships and ultimately contributing to enhanced client satisfaction and retention.

Communication and Collaboration

• Collaborates closely with colleagues across various departments, including finance, operations, and management, to exchange information, share insights, and address billing-related issues effectively.
• Interacts with clients to aid and address inquiries regarding billing matters, maintaining professionalism and ensuring clear communication to resolve issues and foster positive client relationships.
• Provides support to colleagues as needed by sharing knowledge and expertise to contribute to the overall success of the financial operations team.

Influence Responsibility/Level of Interaction

• Interacts with clients in a professional manner, using clear communication to answer questions and promptly resolve issues.
• Collaborates with colleagues in finance, operations, and management, effectively communicating insights and recommendations to influence decision-making and drive improvements in billing processes and overall financial operations. Through constructive dialogue and shared goals, the specialist affects behavior toward achieving organizational objectives and optimizing financial performance.

Supervisory Responsibility and Autonomy

• Supervisory Responsibility: None.

Autonomy: While working under moderate supervision, the specialist exercises autonomy in managing day-to-day tasks related to billing and invoicing processes. They are responsible for independently identifying and resolving billing issues, making decisions within established guidelines and procedures, and seeking guidance from supervisors or managers as needed.

Qualifications

Technical Skills

• Proficiency in Microsoft Excel: Ability to create and manipulate spreadsheets, perform calculations, and analyze data to generate reports and track billing information accurately.
• Familiarity with Billing Software: Experience using Microsoft Dynamics to generate invoices, process payments, and manage billing records efficiently.
• Data Entry and Accuracy: Strong data entry skills with a focus on accuracy and attention to detail, ensuring that billing information is entered correctly and maintained accurately in databases or systems.
• Financial Analysis: Basic understanding of financial principles and the ability to analyze billing data, identify trends, and generate insights to support decision-making and improve billing processes.
• Communication Skills: Effective written and verbal communication skills to interact with clients, vendors, and internal stakeholders, including the ability to explain billing procedures, address inquiries, and resolve issues professionally.
• Research and Problem-Solving: Capability to conduct research, investigate billing discrepancies, and troubleshoot issues independently, employing problem-solving skills to identify root causes and implement effective solutions.
• Compliance and Regulatory Knowledge: Awareness of regulatory requirements and industry standards related to billing and invoicing processes, ensuring adherence to legal and compliance guidelines in all billing activities.

Soft Skills

• Attention to Detail: Ability to meticulously review billing information, invoices, and financial records to identify discrepancies and ensure accuracy in billing processes.
• Time Management: Effective organization and prioritization of tasks to meet deadlines and manage multiple responsibilities within the billing and invoicing function.
• Adaptability: Willingness to adjust to changing priorities, procedures, and software systems, adapting to new requirements and technologies as necessary to optimize billing operations.
• Teamwork and Collaboration: Capacity to work collaboratively with colleagues across departments, sharing information, coordinating efforts, and contributing to a positive team environment.
• Customer Service Orientation: Commitment to providing exceptional customer service to clients, subcontractors, and vendors, addressing inquiries and resolving billing issues with professionalism and courtesy.
• Integrity and Ethics: Commitment to upholding ethical standards and maintaining confidentiality in handling sensitive financial information and client data.
• Initiative: Proactive approach to identifying opportunities for process improvement, suggesting enhancements to billing procedures, and taking ownership of tasks to ensure successful outcomes.
• Stress Management: Ability to work under pressure and remain composed during peak periods, maintaining focus and productivity while handling high volumes of billing tasks and inquiries.

Minimum Qualifications

• Bachelor's degree in Accounting, Finance, Business Administration, or related field; or equivalent experience.
• 1-3 years of related experience in billing, invoicing, or financial operations.

Preferred Qualifications

• Intermediate to advanced proficiency in Microsoft Dynamics is preferred.

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 notice.