Billing Analyst (Mid Level)

About Us

Airswift is the leading workforce solutions provider to the STEM industries. For over 40 years Airswift has been transforming lives through the provision of international workforce solutions to STEM industries. Today, we are an integrated team of over 900 employees across 37 countries, supporting over 8,000 contractors globally.

We are a people business – we transform lives through the world of work. We care about wellbeing, community engagement and our planet – we plant a tree for every person placed in a job globally! We have a passion for growth, including investing in the development of our people.

We support professionals looking for jobs with exceptional firms in the technology, construction, and engineering sectors.

It's a hybrid schedule (3 days at the office per week) in Rio de Janeiro - Cinelândia.

Role Description

The Billing Analyst will have responsibility for specific client accounts in Airswift's sales ledger covering the North American region. You will join a strong team based in our Rio de Janeiro office and will be tasked with ensuring fully compliant and timely billing for clients under your remit. 

Principle Accountabilities:

• Assure billing for the assigned client portfolio.
• Adhere to client billing requirements as per contracts and work orders, call off orders, purchase orders, etc.
• Liaise closely with consultants on new clients and new client billing requirements.
• Ensure accuracy and completeness of billing, including recharges to clients.
• Ensure timely delivery of invoices to clients along with a variety of supporting documentation.
• Ensure reporting to the Supervisor of any un-invoiced, missed, or incorrect amount that is not billed timely manner to the client or becomes aged.
• Ensure timely response to clients (external and internal) and report to the direct Supervisor of specific customer requests for timely delivery.
• Report on funded invoices to the billing supervisor accurately and in a timely fashion.
• Deliver pro forma invoicing, pre-approvals, SES, etc.
• Ensure all banking information is correct on invoices as per funded or non-funded category, currency, and billing entity.
• Follow up on invoices emailed to clients or via consultants to confirm receipt.
• Reconcile client VMS (vendor management system) with an internal invoicing system to ensure invoices are correctly submitted.
• Monitor the status of invoices that were previously sent by email, portal, or VMS systems for any rejections that require correction.
• Ensure intercompany invoices are issued correctly and timely manner between Airswift's legal entities.
• Work to the month-end deadlines.
• Compare invoices from Tempest (payroll and billing system) to invoices generated in Amalto to ensure all relevant information has been saved in SharePoint and maintained in line with auditing requirements.
• Import invoices to Dynamics 365 (financial ERP system), and balance payroll and billing Tempest to D365, ensuring all billing has been captured.
• Complete submittal logs in a timely fashion and attend weekly submittal meetings with the Billing Supervisor.
• Ensure all invoices and backups are filed in a shared drive and maintained.
• Complete queries in a 48-hour turnaround (outside of main invoicing schedules) and maintain and complete query log.
• Liaise with payroll to validate any payroll adjustments affected by credit notes and complete credit note logs for auditing purposes.
• Review new client contracts with the Billing Supervisor to ensure all requirements are captured.
• Ensure Bullhorn (client management system) data is correct and highlight errors to consultants and service teams accordingly.
• Meet accuracy targets in line with KPIS.
• Purchase order and work order analysis.
• Maintain and deliver 3rd party reconciliations and advise the billing supervisor of details to pay – this is working with credit control to ascertain paid invoices (pay when paid basis).
• Communicate with various parties of the PO analysis ceilings to ensure timely delivery of either renewed PO value or extended PO.
• Support function for MIDE region invoicing as and when required.
• Be fully involved in working with credit control to reduce DSO and improve the liquidity of Airswift for the North American region.
• Follow company policies and procedures, guidelines, and standards.
• Ad hoc duties as and when required.

Skills, Knowledge, and Experience:

• 2+ years of experience in billing
• Knowledge of multi-currency transactions.
• Knowledge of VAT and WHT is beneficial.
• Strong attention to detail.
• Good communication skills.
• Ability to work in a challenging environment with the ability to meet deadlines and adapt to changing priorities.
• Experience in liaising with various internal departments.
• Focused and dedicated mindset.
• Good team player with the ability to drive changes and improvements.
• Knowledge of funding and non-funding.
• Knowledge of withholding tax (training provided).
• Excel and Word knowledge are preferred, but training will be given.

What we can offer you!

• Attractive monthly base salary + competitive commission/performance bonus.
• Genuine career progression opportunities, either locally or globally!
• World-class training programmes and development opportunities.
• Virtual Onboarding Events exclusively for new hires.
• Team driven environment, supportive culture with a focus on work-life balance.
• Career breaks available after one year.
• Real time recognition through our employee reward platform.
• Mental Health First Aiders to signpost you to support when you need it.
• Yearly destination trips as part of our High Flyers program (Dubai, Buenos Aires, etc…)
• Charity days for various important causes such as Relay for Life and Earth Day.

• Growth - In life and business, one must grow to flourish and achieve high ambitions. Growth requires change, challenge, risk and sacrifice - we will always choose growth.
• Life – Above all else, we value life. The quality of life, both in and outside of work, profoundly influences our well-being and our impact on the world.
• Excellence - We deliver, holding ourselves accountable for results. Our customers see excellence in everything we do.
• Integrity - We are ethical, open, honest and authentic. People trust us to do the right thing for the right reason.

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