Billing Administrator
TriMark USA, Albany, GA, United States
Contracts & Billing Administrator
TriMark USA is the country's largest provider of design services, equipment, and supplies to the foodservice industry. We proudly serve our customers by providing design services, commercial equipment, and foodservice supplies across a wide range of industries and business sectors. Headquartered in Massachusetts, with a history dating back to 1896, we have locations across the country that offer foodservice operators an unparalleled level of service by combining our unique design capabilities and our expert market knowledge with the purchasing strength, delivery, installation, and after-sales service capabilities of a national company. Our employees are focused on creating customized solutions for our clients to ensure they achieve their culinary goals while upholding our I.C.A.R.E. values: Integrity, Customer Service, Accountability, Respect, and Excellence.
The Contracts & Billing Administrator will play a key role in supporting the efficient execution of contracts and billing processes. Experience with Infor M3 is a significant plus for this role. The ideal candidate should possess a strong foundation in contracts and billing procedures, demonstrate excellent organizational skills, and contribute to the overall success of our Contracts & Billing department.
Essential Functions & Responsibilities:
Contract Administration:
Manage and organize contract documents and records, ensuring accuracy and completeness.
Review contract terms and conditions, identifying key details and requirements related to billing.
Billing Process Execution:
Execute billing processes, including data entry, invoicing, and documentation.
Ensure invoices are prepared in compliance with contractual terms and client requirements.
Processing credit memos being vigilant about checking serial numbers with the original invoice and including return freight and restocking fees.
Create prepayment and manage interactive invoices.
Follow up on past due accounts receivable to determine why the invoices are open on our books.
Data Management and Analysis:
Maintain and analyze contract and billing data using Infor M-3 and other relevant systems.
Perform data verification, reconciliation, and generate reports as needed. This includes checking that the inbound and outbound freight is on the order and seems reasonable, checking for purchase orders, serial numbers and shipment status, and comparing cost to sales price to minimize losses.
Check the vendor invoices for pricing and missing freight on prepay and add
Communication and Coordination:
Communicate effectively with internal teams and external stakeholders regarding contract and billing matters.
Collaborate with cross-functional teams to address inquiries and resolve issues.
Work with the internal coordination team to locate prepayments if required.
Work with the internal coordination team if items are on back order to help resolve backlogged shipments.
Emailing invoices to the customer and assisting them with AR questions.
Upload invoice into 3rd party payment portals or create spreadsheets to summarize the billed invoices.
Work with the accounts payable department to receive direct-ship or install invoices.
Work with the warehouse to find missing serial numbers, freight tracking and charges and final costs on dedicated truck shipping.
Assist with outside audits and invoice sampling.
Process Improvement:
Identify opportunities for process improvements within the Contracts & Billing department.
Participate in initiatives to enhance overall efficiency and effectiveness.
Competencies:
Strong organizational and time management skills.
Excellent written and verbal communication skills.
Detail-oriented with a commitment to accuracy.
Ability to work collaboratively in a team environment.
Analytical mindset with the ability to interpret and analyze contract and billing data.
Ability to adapt to new processes and technologies.
Strong problem-solving skills and a proactive approach to addressing challenges.
Strong understanding of accounting and overall end to end process of order entry and shipping to know when orders are viable.
Qualifications & Experience:
1 2 years of relevant experience in billing, accounts receivable, or equivalent Military or practical experience.
Experience with Vendor Management Systems (VMS) and M3 is preferred.
Proficient in Microsoft Office applications.
Prior experience in foodservice equipment and supplies desired.
Ability to successfully pass a background check post offer acceptance.
The range provided represents the national average pay range for this position and is considered to be a general guideline. Pay for this position will reflect the candidate's unique qualifications and may be higher or lower than the range provided based on employee geographic location. Additional factors considered in extending an offer include (but are not limited to) responsibilities of the job, education, experience, knowledge, skills, and abilities, as well as internal equity, alignment with market data, applicable bargaining agreement (if any), or other local, state, and federal law.
In addition to base salary, this role will be eligible for participation in TriMark's benefits programs, including medical, dental, vision, 401K (with employer match), etc. Leadership positions may also qualify for participation in bonus programs commensurate with role and scope of responsibility.
TriMark's commitment to diversity, inclusion and belonging is a purposeful mission of strengthening our organization and those we serve by uniting the unique and beautiful differences of our employees. This mission is instilled in the fiber of who we are as a company, setting the standard for our industry. We are committed to promoting diversity, inclusion and belonging through sharing, education, and experiences.
TriMark USA provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to accommodations@trimarkusa.com.
Scam Alert: TriMark will never ask an applicant for their social security number or to make a payment related to a job application or job offer, or to pay for workplace equipment. Further, all communications with TriMark recruiters will come from an e-mail address ending in T ri M ark USA.com. If you have any concerns about the legitimacy of a job posting or recruiting contact, please contact recruitment@trimarkusa.com
TriMark USA is the country's largest provider of design services, equipment, and supplies to the foodservice industry. We proudly serve our customers by providing design services, commercial equipment, and foodservice supplies across a wide range of industries and business sectors. Headquartered in Massachusetts, with a history dating back to 1896, we have locations across the country that offer foodservice operators an unparalleled level of service by combining our unique design capabilities and our expert market knowledge with the purchasing strength, delivery, installation, and after-sales service capabilities of a national company. Our employees are focused on creating customized solutions for our clients to ensure they achieve their culinary goals while upholding our I.C.A.R.E. values: Integrity, Customer Service, Accountability, Respect, and Excellence.
The Contracts & Billing Administrator will play a key role in supporting the efficient execution of contracts and billing processes. Experience with Infor M3 is a significant plus for this role. The ideal candidate should possess a strong foundation in contracts and billing procedures, demonstrate excellent organizational skills, and contribute to the overall success of our Contracts & Billing department.
Essential Functions & Responsibilities:
Contract Administration:
Manage and organize contract documents and records, ensuring accuracy and completeness.
Review contract terms and conditions, identifying key details and requirements related to billing.
Billing Process Execution:
Execute billing processes, including data entry, invoicing, and documentation.
Ensure invoices are prepared in compliance with contractual terms and client requirements.
Processing credit memos being vigilant about checking serial numbers with the original invoice and including return freight and restocking fees.
Create prepayment and manage interactive invoices.
Follow up on past due accounts receivable to determine why the invoices are open on our books.
Data Management and Analysis:
Maintain and analyze contract and billing data using Infor M-3 and other relevant systems.
Perform data verification, reconciliation, and generate reports as needed. This includes checking that the inbound and outbound freight is on the order and seems reasonable, checking for purchase orders, serial numbers and shipment status, and comparing cost to sales price to minimize losses.
Check the vendor invoices for pricing and missing freight on prepay and add
Communication and Coordination:
Communicate effectively with internal teams and external stakeholders regarding contract and billing matters.
Collaborate with cross-functional teams to address inquiries and resolve issues.
Work with the internal coordination team to locate prepayments if required.
Work with the internal coordination team if items are on back order to help resolve backlogged shipments.
Emailing invoices to the customer and assisting them with AR questions.
Upload invoice into 3rd party payment portals or create spreadsheets to summarize the billed invoices.
Work with the accounts payable department to receive direct-ship or install invoices.
Work with the warehouse to find missing serial numbers, freight tracking and charges and final costs on dedicated truck shipping.
Assist with outside audits and invoice sampling.
Process Improvement:
Identify opportunities for process improvements within the Contracts & Billing department.
Participate in initiatives to enhance overall efficiency and effectiveness.
Competencies:
Strong organizational and time management skills.
Excellent written and verbal communication skills.
Detail-oriented with a commitment to accuracy.
Ability to work collaboratively in a team environment.
Analytical mindset with the ability to interpret and analyze contract and billing data.
Ability to adapt to new processes and technologies.
Strong problem-solving skills and a proactive approach to addressing challenges.
Strong understanding of accounting and overall end to end process of order entry and shipping to know when orders are viable.
Qualifications & Experience:
1 2 years of relevant experience in billing, accounts receivable, or equivalent Military or practical experience.
Experience with Vendor Management Systems (VMS) and M3 is preferred.
Proficient in Microsoft Office applications.
Prior experience in foodservice equipment and supplies desired.
Ability to successfully pass a background check post offer acceptance.
The range provided represents the national average pay range for this position and is considered to be a general guideline. Pay for this position will reflect the candidate's unique qualifications and may be higher or lower than the range provided based on employee geographic location. Additional factors considered in extending an offer include (but are not limited to) responsibilities of the job, education, experience, knowledge, skills, and abilities, as well as internal equity, alignment with market data, applicable bargaining agreement (if any), or other local, state, and federal law.
In addition to base salary, this role will be eligible for participation in TriMark's benefits programs, including medical, dental, vision, 401K (with employer match), etc. Leadership positions may also qualify for participation in bonus programs commensurate with role and scope of responsibility.
TriMark's commitment to diversity, inclusion and belonging is a purposeful mission of strengthening our organization and those we serve by uniting the unique and beautiful differences of our employees. This mission is instilled in the fiber of who we are as a company, setting the standard for our industry. We are committed to promoting diversity, inclusion and belonging through sharing, education, and experiences.
TriMark USA provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to accommodations@trimarkusa.com.
Scam Alert: TriMark will never ask an applicant for their social security number or to make a payment related to a job application or job offer, or to pay for workplace equipment. Further, all communications with TriMark recruiters will come from an e-mail address ending in T ri M ark USA.com. If you have any concerns about the legitimacy of a job posting or recruiting contact, please contact recruitment@trimarkusa.com