Senior Billing Specialist

This role oversees the complete billing process, ensuring invoices are accurate, delivered on time, and aligned with company standards and client requirements. The position requires close collaboration with internal teams and clients to maintain efficient billing operations and timely payments.

Key Responsibilities

• Generate and distribute preliminary invoices for review and necessary adjustments.
• Update invoices with changes such as rate modifications, time adjustments, discounts, write-offs, cost transfers, and formatting updates.
• Verify all edits for accuracy before issuing final invoices to clients.
• Secure approval for billing changes that exceed established company limits.
• Apply client deposits or advance payments to invoices when appropriate.
• Administer electronic billing through designated platforms and ensure compliance with client systems.
• Keep detailed records of all billing updates for audit and reporting purposes.
• Prepare custom billing reports as requested by management or other departments.
• Track and follow up on outstanding work-in-progress items, aged deposits, and overdue balances.
• Support month-end billing close activities to meet financial deadlines.
• Respond to a high volume of inquiries via email and phone regarding billing issues.
• Serve as a point of contact for internal teams on billing-related questions.
• Handle client inquiries about invoices and process credit card payments when needed.
• Maintain and update billing rate schedules as required.
• Provide onboarding guidance to new team members regarding billing procedures.
• Monitor compliance with time entry policies to ensure timely and accurate recording of billable hours.
• Promote best practices for billing efficiency, including encouraging timely invoice review and submission within the billing system.
• Organize and prioritize tasks to meet strict deadlines.
• Build and maintain strong client relationships to support smooth communication.
• Collaborate closely with accounting staff to ensure consistency and accuracy across financial processes.