Accounts Receivable​/Billing Specialist

Position Summary

The Accounts Receivable and Billing Specialist supports accurate, timely billing and collection of customer accounts. This position processes a high volume of invoices and repair orders, verifies billing information, maintains reliable records, issues statements, and follows up on past-due balances. Success requires excellent numeric data-entry skills, sustained attention to detail, sound judgment, and professional communication with customers and internal teams.

Duties and Responsibilities

• Enter invoices into Quick Books accurately and within established deadlines.
• Review repair orders and supporting documentation for completeness, correct customer information, rates, purchase-order requirements, and billable services before invoicing.
• Prepare and send accurate invoices to corporate, municipal, insurance, commercial, and other customer accounts using required submission methods or portals.
• Complete a daily audit of billing activity; identify missing, duplicate, incomplete, or incorrect transactions and coordinate corrections.
• Maintain receivable accounts records, invoices, customer account notes, and files in an organized and auditable manner.
• Monitor aging and follow up professionally on late or past-due payments by telephone and email; document contacts and commitments.
• Research payment discrepancies, short payments, unapplied amounts, billing questions, and disputed charges; elevate unresolved matters as appropriate.
• Apply customer payments, credits, and adjustments accurately.
• Obtain, verify, record, and track purchase-order numbers and other customer billing requirements.
• Respond promptly and professionally to customer and internal questions regarding invoices, balances, statements, and account status.
• Reconcile billing and accounts receivable information to source records and assist with month-end reporting or account review.
• Protect confidential customer, financial, and company information and follow internal controls and record-retention practices.
• Perform other related accounting and administrative duties as assigned.

Required Qualifications

• High school diploma or equivalent.
• Associate or bachelor’s degree in accounting is a plus but not required.
• Minimum of 1-2 years of billing, accounts receivable, bookkeeping, accounting support, or comparable high-volume transaction-processing experience.
• Experience with Quick Books or similar accounting software; demonstrated ability to learn company systems and customer portals.
• Strong numeric data-entry and 10-key skills with demonstrated speed and accuracy.
• Working knowledge of Microsoft Word and Excel.
• Strong attention to detail, organization, time management, and ability to perform repetitive work accurately in a deadline-driven environment.
• Professional written and verbal communication and the ability to discuss balances and payment status tactfully.
• Ability to investigate discrepancies, recognize when information is incomplete, and seek clarification before processing.
• Ability to reason and think logically in problem-solving
• Dependability, integrity, and discretion when handling confidential financial information.