Billing Specialist

JOB SUMMARY:

Responsible for customer billing and setup activities, including but not limited to, customer portal invoice entry, facilitation of all customer Purchase Orders, new vendor setups, and refund processing. Manage client relationships as related to billing.

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES:

· Manage Customer Purchase Order Process:

o Daily coordination of PO mailbox, following up on automated PO requests to customers, adding PO’s to invoices and in applicable systems, resending to customers or entry into invoicing portals, reconciling of PO issues vs invoicing.

· Manage Shared Mailboxes:

o Daily action Vertex Invoicing mailbox for invoice entry into customer portals, invoicing rejections/undeliverables, and PO’s required.

o Daily action Vertex Invoice Inquiry box to resolve customer invoicing questions and coordinate responses with AR team members when needed.

· Manage Customer New Vendor Setup Process:

o Complete new and updates to customer setups including cross functional collaboration with Legal and Information Security.

· Manage Customer Refund Process:

o Process all customer refunds and submit for approval and processing. Compile all documentation, ensure SOX compliance and system information is complete to allow for refund to be made to customers.

· Ensure customer satisfaction:

o Develop mutually beneficial, long-lasting relationships with both internal and external customers

o Timely resolution of billing and/or contract issues preventing payment

o Coordinate issue resolution with multiple internal customers/groups

· Knowledge of Vertex Business Model:

o Develop an understanding of operational and strategic processes/initiatives within the organization and how they are best coordinated with A/R and Collections processes.

· Maintain accounting files and records:

o Maintain customer profile information and shared files necessary to resolve invoice discrepancies and accurate customer invoicing portal data.

· Collaborate with Work Group and other Work Areas:

o Proactively review processes and suggest areas for improvement/updating. Work with cross functional partners and internal customers to develop interdepartmental processes that increase the operational efficiency of the organization, drive cash flow, and reductions in Days Sales Outstanding

· Participate in other projects, learning initiatives, or duties as assigned.

· Provide backup to other collectors, and Accounts Receivable Specialist as needed

SUPERVISORY RESPONSIBILITIES:

· N/A

KNOWLEDGE, SKILLS AND ABILITIES:

· Ability to work with both internal and external customers to identify and resolve complex issues associated with billing.

· Excellent communication skills, both written and verbal

· Ability to work independently and make fast, yet thoughtful decisions

· Ability to prioritize workload, thrive in a fast-paced environment, and meet deadlines

· Ability to develop and maintain mutually beneficial relationships with internal and external customers

· Ability to review and interpret contracts related to financial obligations of the customer and organization

· Ability to quickly learn new operating systems and associated programs

· Detail oriented with sound understanding of order to cash cycle

· Team player who can think independently and bring new ideas/improvements to the work group

· Proficient in MS Office, with concentrations in Excel and Word

EDUCATION, TRAINING:

· Bachelor's degree in Business, Finance, or Accounting; or equivalent years’ work experience.

· 3-5 years billing and general accounting experience required.

· 3-5 years customer facing experience in a B2B environment required.

· Understanding of basic GAAP and Sarbanes Oxley concepts required

· Experience in a service and/or software industry preferred

· ERP knowledge is required – (Preferably Workday)

REQUIRED FOUNDATIONAL COMPETENCIES:

· Builds Relationships: Fosters open dialogue and obtains shared commitment to proposals; shared ideas and information to promote mutual understanding, respect, and effective decision-making.

· Drives for Results: Acts to create opportunities for Vertex or to avoid future problems; has the courage to act with incomplete information rather than simply thinking about it; maintains a focused commitment to achieving enterprise objectives.

· Knows the Business: Understands and applies knowledge of Vertex’s business and processes to accomplish goals.

· Anticipates Customer Needs (internal and external): Establishes and maintains productive relationships with customers and partners, anticipating their needs.

· Learns Continuously: Expands own knowledge base to enhance performance; seeks development to increase strengths for current and future needs.

COMMENTS:

The above statements are intended to describe the general nature and level of work being performed by individuals in this position. Other functions may be assigned and management retains the right to add or change the duties at any time.