Executive Admin & Billing Analyst

Executive Admin & Billing Analyst

Gradiant Corporation

Woburn, United States

Posting Start Date: 9/18/26

Date format: mm/dd/yy

Function: Regional Leadership

Gradiant Corporation

Philadelphia, United States

Posting Start Date: 9/17/26

Date format: mm/dd/yy

Function: Regional Leadership

Gradiant is a Different Kind of Water Company. With a full suite of differentiated and proprietary end-to-end solutions for advanced water and wastewater treatment powered by the top minds in water, the company serves its clients' mission-critical operations in the world's essential industries, including semiconductors, pharmaceuticals, food & beverage, lithium and critical minerals, and renewable energy. Gradiant's innovative solutions reduce water used and wastewater discharged, reclaim valuable resources, and renew wastewater into freshwater. The Boston-headquartered company was founded at MIT and has over 1,400 employees worldwide. Discover us at www.gradiant.com

Role Overview

The Executive Admin & Billing Analyst plays a key role in ensuring efficient administration at Bensalem Office located in Pennsylvania and accurate order-to-cash operations. This position is responsible for managing administrative responsibilities for Bensalem Office and assist Regional Managing Director for smooth operation and also responsible for processing customer orders, generating invoices, preparing shipping documents, and supporting overall billing activities. The role requires close interaction with regional managing director as well as coordination with sales, finance, logistics and commercial managers to facilitate smooth order fulfilment and maintain compliance with internal policies and financial regulations.

Responsibilities

• Work with Sr. Manager and Regional CFO to ensure purchase order from the customer in line with the contract signed with the customer.
• Maintain comprehensive documentation of orders, including necessary approvals and any special instructions or customer-specific requirements.
• Compile supporting documents required to obtain client's approval for the invoices
• Generate and issue accurate invoices based on processed orders, ensuring all billing details-such as customer information, pricing, discounts, and applicable taxes-are correctly applied.
• Submit and upload invoices into the client system (e.g. Ariba) and maintain organized, up-to-date billing records.
• Cross-verify invoice data against purchase orders and contractual terms to ensure consistency and eliminate discrepancies.
• Ensure all invoices are compliant with applicable tax regulations (e.g., sales tax) and internal company policies.
• Liaise with customers to accommodate special billing requirements, such as split invoicing or advance payment arrangements.

Requirements

• Diploma or Bachelor's degree in Accounting, Finance, Business Administration, Supply Chain Management, or a related field.
• Proficient in ERP systems such as SAP S4Hana Public Cloud, Oracle, or other order-to-cash and shipping management platforms.

• Advanced knowledge of Microsoft Excel, including pivot tables, VLOOKUP, and related functions.

• Solid understanding of invoicing procedures, taxation, and revenue recognition principles.

• Familiarity with shipping documentation, including Delivery Notes, Packing Lists, and Commercial Invoices.

• Knowledgeable in financial regulations, tax laws (GST, VAT), and compliance standards.

• Exceptional attention to detail and accuracy.

• Strong communication skills for effective collaboration with internal teams and customers.

• Excellent organizational and time management abilities to prioritize and handle multiple tasks efficiently.

• Proven problem-solving skills to resolve discrepancies in orders, billing, and shipping.
• At least 3 years of relevant experience in executive administration and order processing, billing, shipping documentation, or accounts receivable functions.

Gradiant is an equal opportunity employer. Qualified applicants will be considered without regard to race, color, religion, creed, gender, sexual orientation, gender identity, marital status, national origin, age, veteran status, disability, or any other protected class.