Billing & Accounts Receivable Coordinator

The Billing & Accounts Receivable Coordinator is responsible for managing the full customer billing lifecycle, maintaining accurate accounts receivable records, and supporting the organization's revenue and cash flow objectives. This position ensures all customer invoices are prepared, reviewed, and processed in accordance with contractual agreements while proactively monitoring outstanding receivables and resolving billing-related issues.

The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment. This role requires strong analytical skills, excellent customer service, and the ability to collaborate effectively with operations, project teams, and finance personnel to ensure timely and accurate billing and payment collection.

Essential Duties and Responsibilities

Billing & Invoicing Administration

• Manage the complete invoicing process from initial billing preparation through final customer delivery.
• Review customer contracts, purchase orders, rate schedules, and supporting documentation to ensure all invoices comply with contractual obligations and billing requirements.
• Verify billable hours, equipment usage, materials, expenses, and other revenue-generating activities for accuracy prior to invoice submission.
• Prepare and distribute customer invoices in accordance with established billing schedules and contractual timelines.
• Process invoice revisions, credit memos, debit memos, and billing adjustments as required.
• Ensure billing records support accurate revenue recognition and financial reporting.
• Maintain billing systems and processes to improve efficiency, accuracy, and compliance with company policies.
• Assist in identifying and implementing process improvements related to invoicing and revenue management.

Accounts Receivable & Collections

• Process customer payments and accurately apply cash receipts to customer accounts.
• Research and resolve unapplied payments, short payments, and payment discrepancies.
• Monitor accounts receivable aging reports and proactively follow up on past-due invoices.
• Communicate professionally with customers regarding payment status, account balances, and collection efforts.
• Work with customers to resolve billing disputes and facilitate timely payment.
• Escalate delinquent accounts when necessary and recommend appropriate collection actions.
• Maintain detailed collection notes and customer communication records.
• Support management in reducing outstanding receivables and improving overall collection performance.

Account Reconciliation & Financial Accuracy

• Perform regular reconciliations of customer accounts to ensure balances are accurate and complete.
• Investigate and resolve account discrepancies by reviewing invoices, payments, contracts, and supporting documentation.
• Reconcile billing transactions, revenue records, and accounts receivable balances.
• Ensure all financial records are maintained in accordance with company policies and accounting standards.
• Assist with month-end, quarter-end, and year-end closing processes related to billing and accounts receivable activities.
• Prepare reports and supporting documentation for audits and financial reviews.

Customer Service & Issue Resolution

• Serve as the primary point of contact for customer billing inquiries and account-related questions.
• Provide timely and professional responses to customer concerns regarding invoices, statements, payment activity, and account balances.
• Investigate billing discrepancies and coordinate with internal departments to resolve issues promptly.
• Build and maintain positive customer relationships through exceptional service and effective communication.
• Support customers with account setup, payment remittance guidance, and billing documentation requests.

Cross-Functional Collaboration

• Partner closely with operations, project managers, and field personnel to ensure billing information is accurate, complete, and submitted in a timely manner.
• Coordinate with accounting, finance, and leadership teams to support revenue reporting and cash flow objectives.
• Collaborate with internal stakeholders to resolve billing challenges and improve documentation processes.
• Assist management in evaluating financial trends and identifying opportunities to improve billing efficiency and collection outcomes.
• Support special projects and other accounting-related duties as assigned.

Qualifications

Education & Experience

• Associate's degree in accounting, Finance, Business Administration, or a related field preferred.
• Minimum of 2 years of experience in billing, invoicing, accounts receivable, collections, or a related accounting function.
• Experience reviewing contracts and applying contract terms to customer billing preferred.
• Experience in construction, mining, drilling, industrial services, or project-based environments is a plus.

Knowledge, Skills & Abilities

• Strong understanding of accounts receivable, collections, billing procedures, and basic accounting principles.
• Ability to interpret customer contracts, service agreements, and pricing schedules.
• Proficiency with ERP/accounting systems and Microsoft Office Suite, particularly Excel.
• Strong attention to detail and commitment to data accuracy.
• Excellent organizational, time management, and prioritization skills.
• Strong analytical and problem-solving abilities.
• Effective verbal and written communication skills.
• Ability to maintain confidentiality and handle sensitive financial information.
• Ability to work independently while collaborating effectively with cross-functional teams.

Physical Requirements

• Prolonged periods of sitting and working at a computer.
• Frequent use of standard office equipment.
• Ability to occasionally lift and move up to 15 pounds.

Work Environment

• Primarily office-based environment with regular interaction with operations, accounting, and customers.
• May require occasional overtime during month-end close, audits, or peak billing periods.