Coordinator, Billing Specialist
Job Location:
Lexington, KY - USA
Monthly Salary:
Posted:
Application Deadline:
Vacancies:
Job Summary
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.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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
- 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
- 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!!
Visit the Whaley career site to find your place to grow.
Foodservice is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
Required Experience:
IC
About Company
From installs and commercial kitchen equipment repair to manufacturer-recommended maintenance, Whaley Foodservice keeps your equipment running better, and longer. We’re in it for the long haul.
