We are seeking a detail-oriented and proactive Billing and Collections Specialist to join our finance team. The ideal candidate will be responsible for supporting the billing process, ensuring accurate invoicing, and pursuing the collection of outstanding invoices. This role requires strong organizational skills, attention to detail, and effective communication abilities to maintain positive client relationships.
Key Responsibilities
Prepare and issue accurate invoices to clients based on agreed terms
Ensure all billing transactions are recorded correctly and in a timely manner
Collaborate with other departments to ensure billing requests are submitted timely
Monitor and reconcile billing discrepancies and address any issues promptly
Review and obtain necessary approvals for all credit memos
Upload invoices and supporting documentation into customer portals when necessary
Collections:
Track outstanding accounts receivable to ensure timely collection of payments
Process deposits and apply payments to invoices in an accurate and timely manner
Analyze aging reports and develop strategies to address overdue accounts
Contact clients regarding overdue invoices and follow up on payment schedules
Resolve any disputes related to invoicing or payments in a timely manner
Maintain accurate records of collection activities and client interactions
Reporting and Documentation:
Generate and review regular reports on accounts receivable, billing status, and collection efforts
Prepare detailed documentation for internal and external audits
Customer Service:
Provide exceptional customer service by addressing client inquiries and resolving billing-related issues
Communicate effectively with clients to maintain positive relationships and ensure satisfaction
Process Improvement:
Identify opportunities to streamline billing and collections processes for increased efficiency
Implement best practices and standard operating procedures for billing and collections activities
Qualifications
Bachelor’s degree in Accounting, Finance, Business Administration, or a related field preferred
Proven experience as a Billing and Collections Specialist or similar role
Strong understanding of billing and collections processes, including relevant laws and regulations
Proficiency in accounting software and Microsoft Office Suite (Excel, Word, Outlook)
Excellent organizational skills and attention to detail
Strong communication and negotiation skills
Ability to work independently and manage multiple priorities in a fast-paced environment
Preferred Skills
Experience with Sage Intacct, Cashpro
Knowledge of time and materials and contract billing practices
Knowledge of invoice and payment portals including online invoice upload
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Key Responsibilities
Prepare and issue accurate invoices to clients based on agreed terms
Ensure all billing transactions are recorded correctly and in a timely manner
Collaborate with other departments to ensure billing requests are submitted timely
Monitor and reconcile billing discrepancies and address any issues promptly
Review and obtain necessary approvals for all credit memos
Upload invoices and supporting documentation into customer portals when necessary
Collections:
Track outstanding accounts receivable to ensure timely collection of payments
Process deposits and apply payments to invoices in an accurate and timely manner
Analyze aging reports and develop strategies to address overdue accounts
Contact clients regarding overdue invoices and follow up on payment schedules
Resolve any disputes related to invoicing or payments in a timely manner
Maintain accurate records of collection activities and client interactions
Reporting and Documentation:
Generate and review regular reports on accounts receivable, billing status, and collection efforts
Prepare detailed documentation for internal and external audits
Customer Service:
Provide exceptional customer service by addressing client inquiries and resolving billing-related issues
Communicate effectively with clients to maintain positive relationships and ensure satisfaction
Process Improvement:
Identify opportunities to streamline billing and collections processes for increased efficiency
Implement best practices and standard operating procedures for billing and collections activities
Qualifications
Bachelor’s degree in Accounting, Finance, Business Administration, or a related field preferred
Proven experience as a Billing and Collections Specialist or similar role
Strong understanding of billing and collections processes, including relevant laws and regulations
Proficiency in accounting software and Microsoft Office Suite (Excel, Word, Outlook)
Excellent organizational skills and attention to detail
Strong communication and negotiation skills
Ability to work independently and manage multiple priorities in a fast-paced environment
Preferred Skills
Experience with Sage Intacct, Cashpro
Knowledge of time and materials and contract billing practices
Knowledge of invoice and payment portals including online invoice upload
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