Billing and Invoice Manager

DESCRIPTION/ROLE:
– A Billing Manager is a professional who is responsible for managing all activities and staff in the billing function. They oversee the development of policies and procedures that ensure timely, accurate customer invoicing.
– Reconciling billing accounts to the general ledger
– Interfacing with the accounts receivable, credit/collections, and client purchasing departments
– Ensuring the accuracy of invoicing for the company and its customers
– Oversee the preparation of statements and bills
– Maintain and/or ensure maintenance of client records related to invoicing and bill payment
– Review work of billing staff to ensure accuracy, resolving inconsistencies as needed
– Create and provide a prioritized list of clients to be invoiced to team members
– Locate, or assist in the location of, hard-to-reach clients
– Draft and distribute weekly reports of invoicing and billing metrics
– Advise staff on proper, legal parameters for collections practices
– Provide customer support to customers with disputes or inquiries concerning invoices or billing process

Job Types: Full-time, Permanent:

West Coast Tree Service is a vegetation management company in California. We are professional, customer-centric, and team driven with the goal to cultivate career-minded team members who desire to continue to learn, grow and adapt to an ever-evolving industry while delivering industry-leading service to our customers. The Billing and Invoice Specialist will have a strong understanding of accounting principles and possess excellent communication skills.

Our work environment includes:
-Team mentality
-On-the-job training
-Work from home
-Remote work
-Flexible hours

Responsibilities:
• Verifies the accuracy of field documentation received on a weekly basis
• Ensures that completed work is closed properly in work management systems and matches field documents received
• Invoice creation through accounting software and Ariba Supplier Network
• Assume the responsibility of receiving and sorting incoming payments with attention to credibility
• Manage the status of accounts and balances and identify inconsistencies
• Issue and post bills, receipts and invoices
• Check the validity of debit accounts
• Update accounts receivable database with new accounts or missed payments
• Ensure all clients remain informed on their outstanding debts and deadlines
• Provide solutions to any relative problems of clients
• Write thorough reports on billing activity with clear and reliable data
• Process invoices, ensuring accuracy and correct coding
• Review invoices for discrepancies and resolve any issues that may arise
• Prepare and distribute invoices to customers in a timely manner
• Monitor and track outstanding invoices to ensure timely payment
• Reconcile invoices with purchase orders and resolve any discrepancies
• Collaborate with internal departments to gather necessary information and resolve any invoicing-related queries or concerns
• Generate regular reports and provide analysis of invoicing and payment trends
• Review subcontractor invoices for accuracy and completeness
• Validate billing information against contractual agreements and project scope
• Collaborate with project managers to ensure all necessary documentation is provided for billing purposes
• Establish and maintain strong relationships with subcontractors, internal stakeholders, and clients
• Resolve billing discrepancies and promptly address any issues with invoicing
• Prepare and submit accurate and timely billing statements to clients
• Conduct regular audits to ensure compliance with billing regulations and procedures
• Maintain accurate and up-to-date records of subcontractor billing activities
• Generate reports and provide analysis on subcontractor billing performance
– Responsible for managing all activities and staff in the billing function.
– Oversee the development of policies and procedures that ensure timely, accurate customer invoicing.
– Reconciling billing accounts to the general ledger
– Interfacing with the accounts receivable, credit/collections, and client purchasing departments
– Ensuring the accuracy of invoicing for the company and its customers
– Oversee the preparation of statements and bills
– Maintain and/or ensure maintenance of client records related to invoicing and bill payment
– Review work of billing staff to ensure accuracy, resolving inconsistencies as needed
– Create and provide a prioritized list of clients to be invoiced to team members
– Locate, or assist in the location of, hard-to-reach clients
– Draft and distribute weekly reports of invoicing and billing metrics
– Advise staff on proper, legal parameters for collections practices
– Provide customer support to customers with disputes or inquiries concerning invoices or billing process
– Provide custom reports upon request
– Assist during Union audits
– Assist during any time of company related audits

Skills:
• Proficient with computer programs such as Microsoft 365 Suite, Adobe, Sage, Acumatica and the various data management systems specific to utility tree work
• Strong keyboard and data entry skills
• Be highly organized, detail-oriented, thorough, an effective communicator, team player and quick learner in a fast-paced environment
• Adherence to timeframes, deadlines and invoice submission accuracy requirements
• Confidentiality in handling sensitive information
• Minimum 3 years of experience in billing or accounts receivable
• Strong knowledge of accounting principles and practices
• Proficient in Microsoft Excel and other accounting software
• Excellent attention to detail and accuracy
• Strong written and verbal communication skills
• Ability to work independently and meet deadlines
• Strong problem-solving and analytical skills
• At least 2 years of experience in a similar role within the accounting or finance field
• Proficiency in accounting software and Microsoft Office Suite
• Strong analytical and problem-solving skills
• Excellent attention to detail and organizational abilities
• Strong written and verbal communication skills
• Ability to work independently and meet deadlines
• Knowledge of accounting principles and practices
• Familiarity with relevant legal requirements and regulations in invoicing and payment processing
• At least 3 years of experience in billing or accounting roles, preferably in the subcontractor billing area
• Proficiency in Microsoft Excel and other accounting software
• Excellent analytical and problem-solving skills
• Strong attention to detail and accuracy
• Exceptional time management and organizational skills
• Ability to work collaboratively in a cross-functional team environment
• Familiarity with billing regulations and standards in the accounting industry
• Effective communication and interpersonal skills
• Ability to maintain confidentiality and handle sensitive information with discretion

REQUIREMENTS:

EDUCATION / QUALIFICATION:
– BS/MA degree in Accounting or Supply Chain Management or any other related courses.

EXPERIENCE:
– At least 5-8 year(s) of proven work experience as a Billing Manager or similar role

SKILLS:
– Excellent verbal and written communication skills
– Proficient in Microsoft Office Suite or related software
– Basic understanding of collection practices and laws
– Excellent interpersonal and supervisory skills
– Ability to act with discretion, tact, and professionalism in all situations
– Relevant training and/or certifications as a Billing Manager

Schedule:
– 8 – 10 hour shift

Benefit:
– We do not offer benefits, but we can discuss additional compensation if necessary to
– Performance end of the year to be determined on performance