Billing Coordinator

Ray Energy Corp. is a leading player in wholesale propane marketing, dedicated to providing exceptional service and quality products to our customers. Located in Latham, New York, our company is experiencing rapid growth and offers an exciting opportunity for individuals eager to learn and excel in the energy industry.

We are seeking a motivated Billing Coordinator to join our incredible team. This role owns the propane billing cycle from bill of lading (BOL) to invoice, a mission critical, time sensitive function directly tied to the company’s revenue cycle. This role gathers BOL and volume information from terminals and trucking partners, matches it against scheduled orders, actualizes volumes, and ensures accurate and timely customer billing. Success requires sharp attention to detail and a proactive, self-directed approach. This person regularly reaches out to terminal and trucking partners to track down missing BOLs or resolve unmatched (“rogue”) BOLs before they can hold up billing. The position is hybrid, requiring in-office attendance on Tuesdays, Wednesdays, and Thursdays, with remote work permitted on Mondays and Fridays.

Responsibilities:

1. Review daily terminal reports and BOLs from multiple sources: Verify and reconcile source documentation against scheduled orders in our eONE and Smartsheet software.

2. Process Smartsheet generated upload file of orders to be actualized: Verified BOL information is uploaded to the eONE system to record actual dates and volumes.

3. Prepare, review and process all propane customer invoices: Utilize actualized orders in the eONE system to create and send customer invoices.

4. Proactively work with terminal and trucking partners: Locate missing BOLs and investigate and resolve BOL discrepancies.

5. Respond to customer inquiries and requests: When billing issues arise, work with customers and internal stakeholders to validate billing concerns. Credit and rebill invoices to customers when appropriate.

6. Customer contracts: During contract season, April and May, distribute customer contracts for signature via Docusign. collect and organize the returned, signed contracts.

7. Maintain certificate of insurance compliance database: Utilize Trustlayer software to track and maintain COI compliance on an as needed basis.

8. Perform other miscellaneous administrative tasks as needed.

Qualifications:

- High school diploma required; Associate’s or Bachelor’s degree in Accounting, Business, or a related field preferred.

- 2-4 years of experience in billing, accounts receivable, logistics coordination, or a similarly reconciliation heavy role.

- Experience in fuel distribution or trucking/logistics is preferred.

- Strong proactive communication skills, comfortable initiating outreach to external partners to resolve discrepancies.

- Proficiency in Microsoft Office suite, particularly Excel, and experience with Smartsheet or a comparable workflow management tool is desirable.

- Excellent attention to detail and accuracy in data entry tasks.

- Ability to manage competing daily deadlines in a fast paced, time sensitive environment.

- Eagerness to learn about the wholesale propane marketing field and contribute to the success of the company.

Join Ray Energy Corp. and embark on an exciting journey in the energy industry, where you'll have the opportunity to grow professionally while making a meaningful impact on our company's success

Pay: $70,000.00 - $80,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Disability insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid sick time
• Paid time off
• Vision insurance

Work Location: In person

Salary : $70,000 - $80,000