Billing Coordinator

Overview

Position summary

Key responsibilities

• Invoice generation: create, validate, and distribute customer invoices (recurring and one‑time) using billing/ERP systems; ensure alignment with contracts, price lists, and purchase orders.
• Contract & pricing validation: review SOWs and contracts for billing terms, discounts, tax treatment, billing schedules, and revenue recognition triggers; escalate discrepancies.
• Cash application: post customer payments, reconcile bank deposits, apply credits, handle chargebacks/refunds, and maintain unapplied cash aging below target threshold.
• Accounts receivable management: monitor AR aging daily, execute collections outreach (calls/emails), negotiate payment arrangements, and escalate delinquent accounts to management.
• Dispute resolution: investigate billing disputes, correct billing errors, issue credit memos or adjustments, and document root causes to prevent recurrence.
• Revenue & month‑end support: prepare billing and AR reconciliations, support revenue recognition schedules, provide backup for journal entries, and respond to audit requests.
• System administration & integrations: maintain billing master data (billing addresses, payment terms, tax IDs), configure billing cycles, manage ERP‑CRM integrations, and test billing system changes.
• Reporting & KPIs: produce daily/weekly AR reports, DSO, aging rollups, unapplied cash reports, billing volume summaries, and ad‑hoc analyses for finance leadership.
• Process improvement & controls: document SOPs, implement internal controls for invoice approval and segregation of duties, lead automation opportunities to reduce manual adjustments and DSO.
• Customer & cross‑functional liaison: coordinate with Sales for contract clarifications, Customer Success for billing-related churn or credits, and Finance/Tax for compliance and escalations.
• Compliance & payments: ensure billing complies with tax, regulatory, and contractual obligations; manage interactions with payment processors and support PCI/financial audits.

Requirements

• Experience: 2–4 years billing, AR, or revenue operations experience; SaaS/subscription billing experience strongly preferred.
• Systems: hands‑on with billing/ERP platforms (NetSuite, Zuora, Chargebee, Oracle, SAP) and CRM integrations (Salesforce); proficient in Excel (VLOOKUP, pivot tables) and basic SQL for reconciliations.
• Technical skills: familiarity with payment processing (ACH, credit card, wire), tax handling in billing, and automated cash application tools.
• Finance knowledge: solid understanding of revenue recognition, accruals, reconciliations, and journal entry preparation.
• Soft skills: strong attention to detail, analytical problem‑solving, excellent written/verbal communication, and customer‑facing experience.
• Qualifications: associate or bachelor’s degree in Accounting, Finance, or related field preferred; certifications or coursework in accounting a plus.
• Performance metrics
• Average DSO target (e.g., \ 99%)
• Time to resolve billing disputes (target \<10 business days)
• Unapplied cash as % of AR (target \<2%)

Nice‑to‑have

• Experience with subscription models, proration, usage billing, and handling refunds/chargebacks.
• Familiarity with tax engines (Avalara) and experience supporting external audits.

Job Type: Permanent