Billing Specialist

Job Description:

JOB SUMMARY:

Responsible for customer billing and setup activities, including but not limited to, customer portal invoice entry, facilitation of all customer Purchase Orders, new vendor setups, and refund processing.

Manage client relationships as related to billing.

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES:

• Manage Customer Purchase Order Process:

o Daily coordination of PO mailbox, following up on automated PO requests to customers, adding PO's to invoices and in applicable systems, resending to customers or entry into invoicing portals, reconciling of PO issues vs invoicing.

• Manage Shared Mailboxes:

o Daily action Vertex Invoicing mailbox for invoice entry into customer portals, invoicing rejections/undeliverables, and PO's required.

o Daily action Vertex Invoice Inquiry box to resolve customer invoicing questions and coordinate responses with AR team members when needed.

• Manage Customer New Vendor Setup Process:

o Complete new and updates to customer setups including cross functional collaboration with Legal and Information Security.

• Manage Customer Refund Process:

o Process all customer refunds and submit for approval and processing.

Compile all documentation, ensure SOX compliance and system information is complete to allow for refund to be made to customers.

• Ensure customer satisfaction:

o Develop mutually beneficial, long-lasting relationships with both internal and external customers

o Timely resolution of billing and/or contract issues preventing payment

o Coordinate issue resolution with multiple internal customers/groups

• Knowledge of Vertex Business Model:

o Develop an understanding of operational and strategic processes/initiatives within the organization and how they are best coordinated with A/R and Collections processes.

• Maintain accounting files and records:

o Maintain customer profile information and shared files necessary to resolve invoice discrepancies and accurate customer invoicing portal data.

• Collaborate with Work Group and other Work Areas:

o Proactively review processes and suggest areas for improvement/updating.

Work with cross functional partners and internal customers to develop interdepartmental processes that increase the operational efficiency of the organization, drive cash flow, and reductions in Days Sales Outstanding

• Participate in other projects, learning initiatives, or duties as assigned.

• Provide backup to other collectors, and Accounts Receivable Specialist as needed

SUPERVISORY RESPONSIBILITIES:

• N/A

KNOWLEDGE, SKILLS AND ABILITIES:

• Ability to work with both internal and external customers to identify and resolve complex issues associated with billing.

• Excellent communication skills, both written and verbal

• Ability to work independently and make fast, yet thoughtful decisions

• Ability to prioritize workload, thrive in a fast-paced environment, and meet deadlines

• Ability to develop and maint...