Billing Specialist

Job Title: Billing Specialist or Aviation Billing Specialist

Position Summary:

The Billing Specialist is responsible for the accurate and timely processing of invoices, credits, and rebills, while ensuring alignment with company pricing structures and financial controls. This role supports cross-functional coordination with operations, dispatch, supply, and accounting teams, and plays a key role in resolving customer billing discrepancies. The ideal candidate will demonstrate strong analytical skills, attention to detail, and the ability to manage complex pricing and inventory-related data.

Key Responsibilities:

• Process invoices, credits, and rebills with a high degree of accuracy and efficiency
• Assist in the resolution of customer billing disputes, ensuring professional and prompt communication
• Manage and interpret pricing quotes and quotation documents to ensure accurate billing execution
• Monitor and maintain inventory pricing batches to support accurate financial reporting
• Analyze inventory pricing batches to identify profit and loss variances and escalate findings as needed to Department Manager
• Collaboration with the Director of Operations and Inventory Logistics on pricing and inventory-related matters
• Work cross-functionally with Dispatch, Supply, Pricing, and Accounting teams to ensure seamless billing operations
• Maintain accurate billing records and documentation in accordance with company policies

Qualifications & Skills:

• Strong understanding of billing processes, invoicing, and financial documentation
• Ability to interpret and apply pricing structures and quote sheets
• High attention to detail with strong analytical and problem-solving skills
• Proficiency in Excel and data tracking tools
• Strong communication and customer service skills
• Ability to manage multiple priorities in a fast-paced environment

Preferred Experience:

• 1–2 years of previous billing and/or accounting experience preferred
• 1–2 years of inventory management experience preferred
• 1 -2 years of bookkeeping experience preferred
• Aviation industry experience is a plus

Training & Development Objectives:

First 30 Days:

• Complete onboarding and gain familiarity with company invoicing procedures
• Understand billing workflow and cross-functional team interactions
• Learn to navigate and interpret various pricing quotation documents
• Identify different invoice formats (e.g., World Fuel, Airline, DLA, Inventory locations)
• Begin entering invoices under supervision

31–60 Days:

• Demonstrate improved accuracy in invoicing aligned with KPIs
• Gain proficiency in utilizing quote sheets based on invoice type
• Develop working knowledge of fuel pricing concepts, including rack pricing and market index impact
• Understand and utilize inventory pricing batch tools and systems
• Learn to interpret Bills of Lading (BOL) and carrier documentation for bulk fuel invoicing
• Participate in performance review discussions with leadership

61–90 Days:

• Independently process invoices with high accuracy and efficiency
• Assist in resolving customer billing disputes
• Maintain and update inventory pricing batch records, identifying and reporting discrepancies
• Demonstrate full understanding of billing workflows and pricing applications
• Participate in ongoing performance evaluations and continuous improvement effort