Billing Specialist

The Billing Specialist is responsible for preparing, reviewing, and issuing accurate customer invoices in a timely manner. This role requires strong attention to detail, communication skills, and the ability to collaborate with multiple departments to resolve billing discrepancies. The Billing Specialist supports the accounting team by ensuring the accuracy of financial data and maintaining compliance with company policies and procedures.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Prepare, review, and issue accurate invoices in a timely manner based on customer contracts, sales orders, and service documentation.
• Verify billing details, including pricing, quantities, purchase orders, and account information, to ensure accuracy before releasing invoices.
• Research and resolve billing discrepancies by coordinating with Sales, Operations, and Accounting teams.
• Maintain organized billing records, documentation, and supporting files to meet company and audit requirements.
• Respond promptly and professionally to customer billing inquiries and provide supporting documentation when requested.
• Monitor unbilled items and follow up to ensure all billable services and products are invoiced without delay.
• Assist with month-end and year-end close activities by reconciling billing records and providing accurate financial data.
• Generate and distribute billing reports, account statements, and metrics to management as requested.
• Partner with Collections Specialists and Accounts Receivable to ensure proper posting of payments and resolution of discrepancies.
• Support process improvement initiatives to enhance efficiency, reduce errors, and improve billing turnaround times.
• Ensure compliance with company policies, contractual obligations, and applicable accounting standards.
• Serve as backup for front desk or billing teammates during absences.
• Perform other related duties as assigned by the Controller or Accounting leadership.

QUALIFICATIONS AND EDUCATION REQUIREMENTS

• 3–5 years of billing, invoicing, or accounting experience in a corporate or service-oriented environment.
• Associate’s Degree in Accounting, Finance, or Business Administration; OR equivalent work experience in billing or accounts receivable.
• Experience with Microsoft Dynamics 365 Business Central (BC) or other ERP and billing/accounting systems preferred; ability to quickly learn and adapt to new software platforms.
• Proficient in Microsoft Office, especially Excel (formulas, VLOOKUP, pivot tables), Outlook, Word, and PowerPoint.
• Capable of generating, interpreting, and troubleshooting billing and financial reports.
• Willingness to work extended hours during close week, including working weekends, if needed.

KNOWLEDGE SKILLS AND ABILITIES

• Solid understanding of billing workflows, invoicing processes, revenue recognition, and invoice reconciliation.
• Ability to reconcile billing data, identify discrepancies, analyze root causes, and apply corrective actions.
• High level of accuracy when preparing, reviewing, and processing large volumes of invoices.
• Strong organizational skills with the ability to manage multiple priorities and meet strict deadlines.
• Professional and responsive communication skills when interacting with internal teams and customers.
• Ability to follow and apply company-specific billing procedures, documentation standards, and compliance requirements.
• Ability to maintain confidentiality and handle sensitive financial information with integrity

DIRECT REPORTS

• This position has no direct reports

WORK ENVIRONMENT AND SAFETY EXPECTATIONS

• Maintain a clean, organized, and safe workstation in accordance with company housekeeping and safety standards.
• Follow written work instructions/SOPs and general safety protocols at all times.
• Promptly report any safety, security, or quality concerns to your manager or the Safety Department.
• Work is primarily performed in a climate-controlled office (cubicle/open or private office) with standard heating/air conditioning.
• Typical office conditions include prolonged computer use, normal conversation-level noise, and artificial lighting.
• Personal Protective Equipment (PPE) is not required for normal office duties; however, appropriate PPE must be worn when entering designated warehouse or operational areas for business purposes.
• Occasional, brief access to warehouse or operational areas may be required (e.g., to deliver or retrieve documents); employees must follow all posted signage and safety rules when entering these areas.

PHYSICAL REQUIREMENTS

• Frequent typing and data entry; manual dexterity to operate a computer, mouse, and keyboard effectively.
• Prolonged sitting with occasional standing/walking; occasional bending/reaching within the office.
• Lift/carry up to 10 lbs occasionally (files, office supplies, small packages).
• Visual acuity sufficient to read computer screens, documents, and spreadsheets.
• Clear hearing and speech for in-person, phone, and virtual communications.
• Ability to operate standard office equipment (phone, copier, scanner, printer, fax, calculator).
• Occasional walking through warehouse/operational areas, observing all safety protocols and PPE requirements posted for those areas.

WORK SCHEDULE

• Standard schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m., with flexibility for occasional Saturdays, overtime, or adjusted hours as needed to meet operational demands.

Additional Notes

The responsibilities listed above describe the general nature and level of work performed by employees in this role. They are not intended to be an exhaustive list of all duties, responsibilities, and qualifications required.

Equal Opportunity Employer

DGM Services, Inc. is an equal opportunity employer. We provide employment opportunities without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other status protected by applicable law.