Centralized Billing Admin

Description

Job Overview

The Centralized Billing Specialist is responsible for accurately and efficiently processing invoices across multiple business units and branch locations. This role ensures billing accuracy, consistency, and timeliness while supporting operational and finance teams. The Centralized Billing Specialist serves as a primary point of contact for billing-related inquiries and contributes to streamlined billing processes, financial integrity, and a positive customer experience. 

Core Functions 

• Generate, review, and finalize invoices from work orders, purchase orders, service tickets, and supporting documentation across multiple branches.
• Ensure all labor, parts, fees, and applicable taxes are properly documented and billed.
• Validate required approvals and supporting documentation prior to releasing invoices.
• Apply consistent billing procedures and standards across all locations to ensure accuracy and compliance.
• Ensure billing activity aligns with company policies, internal controls, and audit requirements.
• Identify billing discrepancies and resolve or correct issues in a timely manner, including invoice edits, rebills, and credit memos as appropriate.
• Serve as a centralized resource for managers, service administrators, and customers regarding invoice questions, invoice copies, and billing clarification.
• Partner with service, parts, and operations teams to obtain accurate and complete billing information and resolve billing holds.
• Escalate unresolved issues, recurring billing failures, or compliance concerns to leadership as needed.
• Maintain accurate records of invoices, adjustments, approvals, and supporting materials in accordance with retention standards.
• Support month-end close activities, including invoice review, reconciliations, reporting, and audit support as needed.
• Provide regular updates on billing performance metrics, including accuracy, invoice turnaround time, and open billing issues.
• Recommend and support improvements to billing processes to increase efficiency, reduce errors, and improve consistency across locations.
• Participate in system updates, testing, and training related to billing functions and process changes.

Competencies and Qualifications

• High school diploma or equivalent required.
• Minimum of 2 years of experience in billing, invoicing, accounts receivable support, or related administrative work; multi-location or centralized billing experience preferred.
• Proficiency in Microsoft Office (Excel, Outlook, Word) required.
• Experience working in an ERP, billing, or work order system required.
• Strong attention to detail and excellent organizational skills.
• Effective written and verbal communication skills.
• Ability to manage multiple priorities in a fast-paced environment with frequent interruptions and shifting deadlines.
• Proficiency with ERP, work order, or billing systems (examples: SAP, Oracle, NetSuite, QuickBooks, or similar).
• Working knowledge of billing, invoicing, and accounts receivable practices.
• Ability to interpret work orders, service tickets, purchase orders, and supporting documentation for accuracy and compliance.
• Familiarity with internal controls, audit expectations, and documentation standards.
• Strong problem-solving skills, including the ability to analyze discrepancies, identify root causes, and recommend solutions.
• Comfort working with billing data and producing basic reports, summaries, or metrics.
• Strong customer service orientation when supporting internal teams and external customers.

Physical Requirements 

• Must be able to lift/carry 50 lbs infrequently with or without reasonable accommodation.    
• Prolonged periods of sitting at a desk and working on a computer.   

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