Billing Support Specialist

We are seeking a detail-oriented Billing Support Specialist to assist with vendor invoice processing, freight posting, client billing, and reporting.

This position is responsible for accurately entering financial information, reviewing orders for billing readiness, identifying discrepancies, and communicating issues to the appropriate team members. The ideal candidate is highly organized, comfortable working with numbers, and able to follow established procedures while meeting deadlines.

Responsibilities:

Vendor Invoice Processing

• Receive and review PDF copies of vendor invoices.
• Match vendor invoices to the corresponding orders in the system.
• Enter and post vendor invoice information accurately within each order.
• Confirm that invoice amounts, product costs, quantities, and other charges agree with the information in the system.
• Identify and report duplicate, incomplete, or potentially incorrect invoices.

Freight Posting

• Review freight charges received through the company's UPS billing.
• Identify the correct system order associated with each freight charge.
• Accurately post UPS freight expenses to the appropriate orders.
• Communicate any freight charges that cannot be matched to an order.

Client Billing

• Review orders that are marked as ready to bill.
• Confirm that required vendor invoices, freight charges, costs, and supporting information have been entered.
• Bill completed orders to clients accurately and promptly.
• Verify client billing details before finalizing invoices.
• Escalate orders that cannot be billed because of missing or conflicting information.

Issue Identification and Communication

• Identify mismatched costs, incorrect pricing, missing vendor invoices, incomplete order information, and other billing discrepancies.
• Clearly document the issue and communicate it to the appropriate team member.
• Follow up on open issues as directed.
• Maintain a list of unresolved billing items requiring additional information or action.
• Do not make unsupported changes or assumptions when information does not match.

Reporting

• Generate and distribute assigned weekly reports.
• Review reports for obvious errors or missing information before sending.
• Ensure reports are completed accurately and delivered according to the established schedule.
• Assist with tracking outstanding vendor invoices, unbilled orders, unmatched freight charges, and unresolved discrepancies.

Qualifications:

• Previous experience in billing, accounts payable, invoicing, bookkeeping, order processing, or financial data entry.
• Strong attention to detail and commitment to accuracy.
• Comfortable working with invoices, costs, freight charges, and client billing.
• Strong written communication skills.
• Strong organizational and time-management skills.
• Proficiency with PDF documents, email, spreadsheets, and web-based business systems.
• Ability to handle confidential financial and client information appropriately.