Job Details

The Billing Specialist plays a key role in ensuring accurate and timely invoicing, payment tracking, and financial documentation for accounts receivable and payables supporting the proper hand offs between operations and the billing team.
Key duties and responsibilities:

• Accounts Receivable Responsibilities
• Process accounts and incoming payments in compliance with financial policies and procedures
• Generate and issue accurate bills for services rendered, ensuring that all relevant charges are correctly applied and billed to the customer within required timelines
• Prepare and submit accurate invoices by ensuring all billing items (labor hours, equipment usage, additional services, etc.) are captured and invoiced in alignment with contractual agreements
• Make and process bank deposits, ensuring all incoming payments are properly documented and deposited into the correct accounts in a timely manner
• Create, assign, and issue invoices to customers within required timelines
• Ensure compliance with utility billing standards and contractual requirements
• Calculate and apply correct rates for emergency restoration services and storm-related work, including mobilization, equipment, working time and de-mobilization fees, and additional charges related to urgent repairs or labor outside normal work hours. Generate financial statements and/or reports detailing accounts receivable status.
• Payment Tracking and Follow-Up
• Monitor daily transactions in field ops expense management platform, maintaining balance at required thresholds; ensuring all expense requests are approved/processed/denied
• Manage collections and resolve any discrepancies in billing or payment, liaising with clients and internal teams to facilitate prompt resolution
• Reconcile accounts receivable ledgers and logs through cross-referencing with invoicing records to ensure all payments are correctly applied and recorded to the appropriate accounts
• Verify discrepancies and resolve client's billing issues
• Facilitate payment of invoices due by sending bill reminders and directly contacting client
• Billing Support, Documentation & Daily Reconciliation
• Updating accounting records (Processing and recording transactions including QuickBooks and AR Logs) for issued invoices, processed payments, new balances, and contact information
• Processing, verifying, and posting receipts for services rendered
• Maintaining records regarding payments and account statuses
• Filing paperwork and contacting clients to discuss accounts
• Provide documentation and support billing during audits, ensuring that all required records are up-to-date and readily available
• Collaborate with project managers, field supervisors, and the operations team to ensure all billable services and additional charges are captured and included in the invoices
• Work with leadership to establish a daily reconciliation process to monitor factored invoices processing and payments.
• Accounts Payable Invoice Processing
• Ensuring bills, invoices and wires are recorded accurately within a master ledger and accounting tracking mechanisms/systems.
• Contract and Service Agreement Compliance
• Ensure that all billing practices align with the terms outlined in service agreements and contracts
• Work closely with clients and utility representatives to negotiate billing terms as necessary, based on specific conditions or contractual modifications.

• Establishing and maintaining relationships with new and existing vendors
• Keeping vendor contact records current and updated
• Manage accounting software and other programs, systems and external vendor applications
• Analyzing workflow processes and documentation of processes
• Maintenance of functional SOPs and records in accordance with company standards

• Bachelor's degree in Accounting, Finance, or Business Administration required
• Minimum of 5 years experience in billing, accounts receivable, or financial administration in utility field required
• Familiarity with utility billing standards
• Proficient in Microsoft Office Suite (Excel, Word, Outlook)
• Experience with accounting software (QuickBooks, Sage, etc.)
• Ability to manage large volumes of detailed data accurately and efficiently, ensuring that all invoicing is comprehensive and correct
• Must be comfortable with financial software and billing systems
• Ability to analyze contracts, rate structures, and work reports to identify appropriate billing codes and charges for invoicing purposes
• Must be highly organized to manage multiple billing cycles, customer accounts, and financial documentation in a timely manner