Billing & Client Accounts Coordinator

About Us

At Evolution Marketing, we are known for being Rochester, NY's fastest-growing, and 5-star rated web and marketing company. We specialize in a variety of web and marketing services that are tailored to fit our client’s specific needs, whether they are a large corporation, small business, or non‑profit organization. Our specialties include website development, SEO, content creation, custom marketing solutions, social media, digital and traditional advertisements, listings management, and so much more.

We're currently looking for a Billing & Client Accounts Coordinator to manage all aspects of client billing and billing communication. This role is key to ensuring our clients have a clear, smooth, and professional experience when it comes to quotes, invoices, and billing questions.

• Client Communication:
  Serve as the main point of contact for all billing‑related inquiries from clients, responding promptly and professionally.
• Quote & Invoice Management:
  Build monthly quotes for new projects and recurring services, and ensure invoices are accurate and delivered on time.
• Collaboration with Teams:
  Work closely with account managers and team leads to ensure all billable work is properly tracked and invoiced.
• Tool Management:
  Utilize invoicing and time‑tracking tools (Invoice Ninja, Asana, Internal CRM) to manage billing workflows and reporting.
• Monthly Billing Cycles:
  Oversee monthly billing closeouts, monitor accounts receivable, and follow up on outstanding payments as needed.
• Process Improvement:
  Identify opportunities to streamline billing systems and improve the client experience.
• Documentation:
  Maintain internal billing documentation and support internal team questions related to billing processes.

• 2+ years of experience in billing, accounts receivable, or client account coordination (preferably in an agency or professional services environment)
• Clear, friendly, and professional communication skills, both written and verbal
• Strong attention to detail and ability to manage multiple timelines at once
• Experience using Quick Books
• Experience with Invoice Ninja*, Strata/Free Wheel, or similar platforms is a plus but not required
• Self‑motivated and comfortable working independently in a remote environment
• Organized, dependable, and deadline‑driven
• Traditional media billing experience (TV, radio, print, billboard) a plus, but not a requirement
• 401K
• Unlimited PTO
• Medical, Dental, and Vision Insurance
• Annual Flight Credit
• 100% Remote
• A fast‑moving, supportive team environment with opportunities to grow

Final compensation will be based on experience, skill set, and geographic location.