What are the responsibilities and job description for the Billing & Contract Administrator position at Tax Alchemy?
DescriptionWe are seeking a highly organized and detail-organized Billing & Contract Administrator to manage the critical intersection between client contracts and revenue processing. This individual will act as the final internal checkpoint, responsible for performing due diligence on all incoming client payments and ensuring accuracy and compliance across all sales agreements and service contracts.The ideal candidate is tech-savvy, has accounts receivable and contract administration experience, and is interested in contributing to a high-performance team. Minimum Qualifications1-3 years of direct experience in Billing Administration, Accounts Receivable management, or Contract Administration/Paralegal supportHigh level proficiency in billing software and strong experience using CRM platformsAssociate’s or Bachelor’s degree in Business, Accounting, or Paralegal Studies preferredStrong foundational understanding of basic contract terminology, payment terms, and legal signature requirementsFamiliarity with efficiency, workflow, and communication software (Google Suite, Canopy, Slack, Zoom)Ability to handle highly confidential and sensitive information with integrity and discretionKey ResponsibilitiesPerform meticulous due diligence on all client payments received (ACH, wire, credit card, etc.), cross-referencing against outstanding invoices, client contracts, and internal accounting recordsAccept client payments processed via credit cardEnsure contracts accurately reflect the services rendered, negotiated rates, and agreed-upon payment terms specified in the governing contractPromptly investigate and resolve all payment discrepancies, short payments, or overpayments with the team and, when necessary, communicate findings clearly to the Sales or Customer Support teamsCoordinate with the HR team for accuracy in reporting and calculating sales commissions based on cash collectedVerify that applicable fees, payment plans, or discounts are calculated and applied correctly according to contract termsAct as the internal gatekeeper for newly executed contracts; confirm the accuracy and completeness of all contract termsEnsure all key terms from the physical contract are accurately entered and reflected in the internal CRM and/or billing systemMaintain and manage a library of contract templates and standard clauses, ensuring they are current, accurate, and reflect the Company’s approved legal and financial positionsUpdate and archive contracts and supporting documentation as required by amendments, renewals, or termination eventsAssist the sales team and management by drafting routine contract amendments, renewal contracts, and standard engagement agreements based on templatesGenerate regular reports detailing accounts receivable status and contract complianceSkills, Knowledge and ExpertiseAbsolute, proven commitment to accuracy when handling financial figures and complex legal textExceptional ability to manage multiple simultaneous projects, prioritize competing deadlines, and maintain the integrity of digital filing systemsProven ability to work autonomously on diligence tasks while seamlessly collaborating with internal departments to resolve payment and contract discrepanciesAbility to quickly identify potential compliance risks in documentation and payment processesSkill in diagnosing root causes of billing errors and formulating effective resolutions involving multiple stakeholdersExcellent written and verbal communication skills required for interacting clearly with internal teams and external clients regarding financial or contractual issuesUnwavering commitment to maintaining confidentiality and ethical standards when handling sensitive financial and legal documentsBenefitsMedical, dental, vision, and life insurancePaid vacation and sick timePaid holidays401(k) with matchWork from homeTeambuilding events
Salary : $40 - $50