Billing Associate

Job Title:

Billing Specialist

Job Description

The Billing Specialist supports invoice generation and billing operations in a fast-paced professional services and manufacturing environment. This role focuses on reviewing service delivery orders, preparing and distributing accurate invoices, and collaborating with internal teams and billers to ensure timely and precise billing. The position requires strong attention to detail, the ability to quickly learn complex processes and standard operating procedures, and a solid basic understanding of accounting principles.

Responsibilities

+ Review service delivery orders and related documentation to ensure accuracy prior to billing.

+ Prepare, generate, and distribute invoices in a timely and accurate manner.

+ Process invoices in alignment with established billing procedures and standard operating processes.

+ Work closely with internal departments, including accounting and other billers, to resolve billing questions and discrepancies.

+ Support both accounts payable and accounts receivable activities as they relate to billing and invoice processing.

+ Maintain and update vendor and customer information to support accurate billing and vendor maintenance.

+ Apply appropriate credit terms and billing rules when preparing invoices.

+ Perform data entry of billing and financial information with high accuracy and speed.

+ Use Excel, including pivot tables and VLOOKUP functions, to analyze, reconcile, and validate billing and invoice data.

+ Assist with customer and vendor inquiries related to invoices, payments, and account status.

+ Follow established accounting and billing procedures to ensure compliance and consistency.

+ Collaborate with team members to support continuous improvement of billing processes and workflows.

+ Maintain organized records of invoices, billing documentation, and related financial information.

+ Support the transition of billing tasks and responsibilities as needed to accommodate growth or process changes.

Essential Skills

+ 2+ years of accounts payable or accounts receivable experience, including processing or sending out invoices.

+ 2+ years of data entry experience with a focus on accuracy and speed.

+ 2+ years of experience working directly with vendors or customers in a billing, customer service, or vendor maintenance capacity.

+ Hands-on experience with billing or invoice processing in a professional environment.

+ Proficiency in Microsoft Excel, including the ability to work with pivot tables and VLOOKUP functions.

+ Basic understanding of accounting principles related to billing, accounts payable, and accounts receivable.

+ Strong attention to detail and accuracy when handling financial data and documentation.

+ Ability to learn and follow complex processes and standard operating procedures.

+ Effective communication skills to work with internal departments, billers, vendors, and customers.

+ Ability to work efficiently in a structured, fast-paced office environment with minimal distractions.

Additional

Skills & Qualifications

+ Experience supporting billing operations in a manufacturing or professional services environment.

+ Familiarity with credit terms and their application within billing and invoicing processes.

+ Exposure to legacy or older financial systems such as AS/400 (experience with this specific system is helpful but not required).

+ Experience working in roles such as billing clerk, accounting assistant, accounts payable clerk, or accounts receivable clerk.

+ Comfort working with large volumes of invoices and financial transactions.

+ Interest in long-term opportunities that may lead to a permanent role.

+ Ability to collaborate with a large billing and accounting team while maintaining individual accountability.

Work Environment

This role operates within a large manufacturing facility that supports IT and business services, with overall operations housed in a substantial building in the Lancaster area. The billing team works on the second floor in an office environment with tall cubicles, providing a focused and quiet workspace with minimal talking. Approximately 40 billers and 25 accounting professionals share the floor, with accounting and billing seated separately but on the same level to encourage collaboration while maintaining clear functional areas.

Manufacturing operations are located downstairs, creating a dynamic environment that combines office and plant-based activities. The organization uses an older software system (AS/400), though experience with this specific platform is not critical. The standard schedule generally runs from 8:00 a.m. to 4:30 p.m. with a 30-minute lunch, especially during the initial training period. Once the Billing Specialist establishes a consistent routine, there is flexibility to adjust start times slightly earlier or later, with common schedules including 7:30 a.m. to 4:00 p.m. or 8:00 a.m. to 4:30 p.m. Some team members opt for a one-hour lunch and work 8:00 a.m. to 5:00 p.m. The team emphasizes consistency in…