BILLING SPECIALIST

Billing Specialist

The Billing Specialist plays a crucial role in ensuring accurate and timely billing for a dynamic marketing department focused on destination, venue, and event marketing. This position requires a highly organized and detail-oriented individual with excellent communication skills and a strong understanding of billing procedures. The Billing Specialist will work closely with various internal teams (marketing, sales, finance, event services, etc.) and external vendors to process invoices, track expenses, and maintain financial records. This role will also provide support to the marketing team with administrative tasks and projects as needed.

Summary

The Billing Specialist plays a crucial role in ensuring accurate and timely billing for a dynamic marketing department focused on destination, venue, and event marketing. This position requires a highly organized and detail-oriented individual with excellent communication skills and a strong understanding of billing procedures. The Billing Specialist will work closely with various internal teams (marketing, sales, finance, event services, etc.) and external vendors to process invoices, track expenses, and maintain financial records. This role will also provide support to the marketing team with administrative tasks and projects as needed.

Invoice Processing

ESSENTIAL DUTIES AND RESPONSIBILITIES­­

• Receive and review marketing invoices from vendors, working with the Strategic Marketing Manager and relevant team members, to ensure accuracy and compliance with contracts.
• Code invoices appropriately with the correct project, campaign, or event.
• Collaborate with various departments to obtain the necessary approvals for processing invoices, ensuring timely and accurate payment.
• Maintain accurate records of all invoices and supporting documentation.
• Prioritize tracking and organizing invoices for all marketing aspects for every department.
  
  

Purchase Order Requests

• Coordinate with the rest of the marketing team to obtain required information for purchase orders (POs).
• Request and generate POs for vendor services and purchases, ensuring accurate alignment with project budgets.
• Track the status of POs, ensuring they are approved and processed in a timely manner, and communicate any issues to the Strategic Marketing Manager or project lead.
  
  

Expense Tracking

• Track and monitor marketing expenses.
• Reconcile marketing expenses against budgets and identify any discrepancies.
• Prepare expense reports for management review.
  
  

Vendor Communication

• Serve as the primary point of contact for marketing vendors regarding billing inquiries.
• Resolve billing discrepancies and disputes in a professional and efficient manner.
• Maintain strong relationships with key marketing vendors.
  
  

Financial Reporting

• Assist in generating financial reports related to marketing billing and expenses.
• Analyze billing data to identify trends and potential cost-saving opportunities.
• Provide support for budget preparation and forecasting.
  
  

Process Improvement

• Identify opportunities to streamline billing processes and improve efficiency.
• Contribute to the development and implementation of new billing procedures.
  
  

Marketing Support

• Support SMM by compiling monthly metrics for end-of-the month Advisory Board reports.
• Assist with marketing projects and initiatives as assigned, such as data entry, research, and content creation.
• Financial reporting: clarify that they manage monthly reporting, quarterly reports, and end-of-year reporting as needed.
• Settlements, including sending Meta invoices and coding them appropriately.
• Light project management: entering tasks into Wrike and sending materials to publications once completed.
  
  

Qualifications

• Experience: 2 years of experience in a billing or accounts payable role, preferably within a marketing or advertising agency environment.
• Education: Bachelor’s degree in Accounting, Finance, or related field.
  
  

Skills

• Strong understanding of billing procedures and best practices.
• Proficiency in accounting software and Microsoft Office Suite (Excel, Word, Outlook).
• Excellent communication, interpersonal, and customer service skills.
• Highly organized and detail-oriented with the ability to manage multiple tasks simultaneously.
• Ability to work independently and as part of a team.
• Knowledge of marketing and event industry is a plus.
  
  

PHYSICAL DEMANDS

• Position requires sitting and standing for long periods of time.
• Daily sitting, focusing on and operating a personal computer or terminal keyboard to enter data for aver 60 minutes at a time.
• Ability to read printed words and numbers in printed form and on computer/terminal monitor.
  
  

WORKING ENVIRONMENT/CONDITIONS

• This position is within an office environment, however, requires in and out of doors several times a day.
  
  

Hours Of Work And Travel Requirements

• Monday – Friday, 8AM – 5PM
• Frequent additional hours, evenings, weekends, and holidays, flexible schedule required.
• This position is within an office environment, however, requires in and out of doors several times a day.
• Occasional travel may be required.
  
  

NOTE: The essential responsibilities of this position are described under the headings above. They may be subject to change at any time due to reasonable accommodation or other reasons. Also, this document in no way states or implies that these are the only duties to be performed by the employee occupying this position.

This position offers a competitive salary and benefit package. Please complete application and submit Resume and salary requirements for consideration.

Applicants who need reasonable accommodations to complete the application process may contact- 915-534-0690

Legends Global is an Equal Opportunity/Affirmative Action employer, and encourages Women, Minorities, Individuals with Disabilities, and protected Veterans to apply. VEVRAA, Federal Contractor

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