Billing and Customer Records Specialist

Position Summary:

The position of Billing and Customer Records Specialist entails managing various aspects of invoicing, customer records, and billing data within an organization. This role involves interpreting customer contracts, preparing invoices, processing purchase orders and renewal notices, and ensuring accuracy in billing processes. Additionally, the specialist will maintain customer records, manage customer billing inquiries, and assist with warranty agreement billing.

Job Details:

• Work from Home
• Monday to Friday | 8 AM to 5 PM CST

Responsibilities:

• Process purchase orders and renewal notices from customers.
• Set up and maintain customer records in the invoicing database.
• Enter and maintain billing data accurately into the invoicing database.
• Interpret customer contracts and ensure billing aligns accordingly.
• Prepare invoices for time, materials, and service calls accurately.
• Distribute invoices to customers via email or mail as per their preference.
• Provide requested information and documentation related to customer invoices.
• Process tax exemption certificates, update tax status, and re-bill customers if necessary.
• Research returned mail and make necessary changes to customer records.
• Investigate information reported by technicians and the call center, and update customer or equipment records accordingly.
• Generate Warranty Agreement billing by processing shipping/warranty reports and entering new customers/equipment into the invoicing database.
• Assist the Contract Accounting Manager with special projects as required.
• Run reports and prepare spreadsheets related to billing and customer records.
• Maintain consistent and regular attendance to job duties.
• Perform any other duties as assigned by the supervisor.

Qualifications:

• Bachelor's degree in Accounting, Finance, Business Administration, or related field preferred.
• Previous experience in billing, invoicing, or customer records management is advantageous.
• Proficiency in using invoicing software and databases.
• Strong attention to detail and accuracy in data entry.
• Ability to interpret and apply contractual terms to billing processes.
• Excellent communication skills, both verbal and written.
• Strong organizational and time management abilities.
• Ability to work independently and collaboratively within a team environment.
• Proficiency in Microsoft Office Suite, particularly Excel for generating reports and spreadsheets.
• Adaptability and willingness to take on additional responsibilities as needed.
• Knowledge of tax regulations and exemption procedures is a plus.