Billing Coordinator

Job Specification

The Billing Coordinator is responsible for the invoicing and collections process, ensuring timely billing and payments from customers. This role ensures the accuracy of billing records, communicates with clients to resolve any discrepancies, and works to reduce outstanding receivables.

Principal Accountabilities

Responsibilities and duties will include but not be limited to:

Billing Coordination:

• Invoicing: Prepare and distribute invoices to clients in a timely and accurate manner. Ensure that all billable services, fees, and expenses are properly accounted for.
• Reconciliation: Reconcile discrepancies between invoices and client records, collaborating with internal teams to resolve issues.
• Data Entry: Maintain and update client billing information in the financial system, ensuring accuracy and completeness.
• Reporting: Generate monthly billing reports for internal review and analysis.
• Compliance: Ensure billing procedures comply with relevant company policies and legal requirements, including tax regulations and contractual agreements.

Collections:

• Customer Communication: Proactively communicate with clients regarding outstanding invoices, payment schedules, and payment discrepancies.
• Collections Management: Oversee the collections process, following up on past-due invoices and negotiating payment arrangements when necessary.
• Aging Reports: Monitor and maintain the accounts receivable aging report, ensuring a minimal percentage of overdue accounts.
• Dispute Resolution: Work with clients to resolve payment disputes in a professional and efficient manner, escalating issues to management when required.
• Payment Plans: Develop and negotiate payment plans with customers who are behind on payments, ensuring agreements are documented and followed through.
• Bad Debt: Assist in the preparation and submission of accounts for collection agencies or legal action when required.

Financial Reconciliation:

• Record Maintenance: Ensure accurate recording of all transactions related to invoicing and collections within the financial system.
• Cash Application: Post payments to appropriate accounts and reconcile bank deposits with receivables.
• Audit Support: Assist in preparing documentation and reports for audits, ensuring all billing and collection records are accurate and up-to-date.

Customer Service:

• Client Relations: Act as the main point of contact for billing and collections inquiries, providing timely and professional customer service.
• Issue Resolution: Address and resolve client concerns regarding invoices, charges, and payments.

Qualifications and Experience

Experience:

• 5 years of experience in billing, accounts receivable, or collections.
• Experience working with billing systems and accounting software

Skills:

• Strong proficiency in MS Office, particularly Excel.
• Excellent organizational skills and attention to detail.
• Strong written and verbal communication skills for interacting with clients and internal teams.
• Ability to work under pressure and meet deadlines.
• Problem-solving and negotiation skills to handle collections issues.