What are the responsibilities and job description for the Coordinator, Billing Specialist position at Whaley Foodservice?
The Coordinator, Billing Specialist provides administrative and operational support for service billing and invoice processing. This role reviews completed service activity and supporting documentation, prepares and submits accurate invoices, monitors billing queues and account activity, and helps resolve incomplete, delayed, or disputed billing items.
The position works closely with branch employees, service operations, customers, and Finance & Accounting to ensure billing is complete, accurate, timely, and consistent with customer agreements and internal processes. Success in this role requires strong attention to detail, organization, data-entry accuracy, problem solving, and responsive customer service.
Billing & Invoice Processing
- Review completed service calls, work orders, and related documentation for billing readiness, accuracy, and completeness.
- Verify labor, materials, travel, rates, purchase orders, customer information, and other billable details before invoicing.
- Prepare and submit service invoices accurately and within established timelines.
- Apply customer-specific billing instructions, pricing terms, tax information, and required supporting documentation.
- Maintain accurate records of invoice activity, status, supporting documents, and follow-up actions.
- Process billing adjustments, corrections, credits, or rebills in accordance with established approval requirements.
Account Review & Issue Resolution
- Monitor assigned billing queues, account activity, and exception reports to identify outstanding or delayed items.
- Research billing discrepancies and obtain missing information from the appropriate branch, service, customer, or internal resource.
- Correct and resubmit invoices that are incomplete, rejected, returned, or placed on hold.
- Respond to routine billing questions and route complex account, pricing, tax, or collection matters to the appropriate resource.
- Follow through on open billing issues and document resolution status through completion.
Service & Administrative Coordination
- Partner with branch employees and service operations to obtain information needed to complete invoicing or resolve discrepancies.
- Compile, organize, file, and retain billing documentation and records in accordance with established practices.
- Perform accurate and timely data entry across service management, billing, and business systems.
- Provide general administrative support to promote efficient department operations and timely service to internal and external partners.
Data Quality & Process Compliance
- Follow established billing procedures, customer requirements, approval controls, and documentation standards.
- Protect confidential customer, pricing, and financial information and use sound judgment when handling sensitive records.
- Identify recurring billing issues and communicate opportunities to improve accuracy, timeliness, or workflow efficiency.
- Maintain professional working relationships with internal and external business partners.
- Perform other duties as assigned.
Education & Experience
Required
- Associate degree or an equivalent combination of education and relevant experience.
- Minimum of two (2) years of experience in billing, invoicing, accounts receivable support, or an administrative environment requiring strong organization and attention to detail.
- Demonstrated experience reviewing documentation, entering financial or operational data, and resolving discrepancies.
- Strong data-entry experience and proficiency with common business applications.
Preferred
- Experience processing service invoices or supporting accounts receivable operations.
- Experience with service management, billing, accounting, or ERP systems.
Experience working in a service, repair, field operations, or multi-location organization
Required Skills
- Attention to detail and data-entry accuracy
- Billing and invoice processing
- Organization and record management
- Time management and prioritization
- Problem solving and deductive reasoning
- Written and verbal communication
- Customer service and follow-through
- Multitasking and administrative coordination
- Team collaboration
Technical Skills
- Microsoft Office Suite, including Excel and Outlook
- Microsoft Teams and OneDrive
- Service management, billing, accounting, or ERP systems
- Customer billing portals and internet-based business applications
- Basic understanding of invoice documentation and accounts receivable processes
- Well-lit, open office environment.
- Competitive Salary
- 401k & Profit Sharing
- Paid Holidays & Vacation
- Medical & Dental Benefits
- Short-Term Disability
- Long-Term Disability Insurance (company paid)
- Life Insurance (company paid)
COME HOME TO WHALEY!!
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www.whaleyfoodservice.com/careers
Whaley Foodservice is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.