Billing & Accounts Receivable Coordinator

JOB SUMMARY
The BILLING & ACCOUNTS RECEIVABLE COORDINATOR is responsible for managing and processing customer invoices and accounts receivable activity accurately and efficiently, ensuring compliance with customer requirements, internal policies, and external regulations, including lien waiver preparation and revenue recognition support. This role requires strong financial and billing acumen, attention to detail, cross-functional coordination, and the ability to independently resolve complex, customer-specific billing and compliance issues that directly affect revenue recognition and cash flow. Request Bills and Upload Invoices.

JOB DUTIES AND RESPONSIBILITIES:

1. ACCOUNTS RECEIVABLE & INVOICE QUEUE MANAGEMENT – Manage the invoice queue by pulling reports, prioritizing invoices, and processing them in order of urgency. Review and resolve invoices on hold, secure necessary documentation or approvals, and edit, cancel, or resubmit invoices to ensure accuracy and compliance. Work within third-party systems to submit invoices and manage rejections or resubmissions, directly supporting the organization's revenue cycle and cash flow.
2. BILLING COMPLIANCE & LIEN DOCUMENTATION – Ensure all invoices and contractor bills comply with customer-specific requirements, including budgets, travel restrictions, terms, charge tables, forms, and other instructions. Create and process both conditional and unconditional lien waivers as required, update Finance with Quickbooks accuracy to reflect invoice changes, and notify Accounting accordingly. Maintain detailed documentation of on-hold cases, including requests made, follow-ups, and escalation actions taken.
3. CUSTOMER AND MEMBER COMMUNICATION – Monitor and respond to emails directed to the CSR team and invoicing inbox, answer phone calls to address inquiries or transfer callers appropriately, and provide regular updates regarding invoice status, NTE requests, and work orders. Assist account teams with quality assurance calls and repair status updates, ensuring accurate notes are recorded and maintained in Salesforce and work order systems.
4. CROSS-FUNCTIONAL SUPPORT – Collaborate across departments to support technicians with IVR/GPS instructions, work order check-ins and check-outs, and NTE processes. Work closely with account teams to provide timely updates on work orders, repairs, and proposals. Participate in on-call rotation after 90 day probationary period after hiring date, assist with special projects, and contribute to reporting metrics and billing initiatives. Assist in training new hires entering into the same position.
5. PERFORMS OTHER ESSENTIAL DUTIES AS ASSIGNED.

EQUIPMENT OPERATED:
General office equipment (fax machine, copier, desk phone, scanner) and remote communication devices for on-call rotation.

KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of accounts receivable, customer invoicing processes, and billing compliance.
• Knowledge of Quickbooks, Salesforce, and third-party invoicing systems.
• Ability to independently identify, research, and resolve complex billing and compliance discrepancies.
• Ability to manage multiple priorities and meet deadlines in a revenue-driven environment.
• Ability to communicate clearly and professionally with customers, members, and internal teams.
• Skilled in Microsoft Office (Excel, Word, Outlook).
• Skilled in applying strong attention to detail, organization, and time management.