Client Billing Specialist

Position Summary

The Client Billing Specialist is responsible for supporting the end-to-end client billing process, ensuring invoices are accurate, timely, and aligned with client billing requirements. This entry-level role works closely with Billing Operations, Sales, Client Services, and Finance teams to process invoices, maintain client billing information, resolve billing issues, and support new client setup activities.

The ideal candidate is detail-oriented, organized, and customer-focused, with the ability to manage repetitive tasks while maintaining a high degree of accuracy. This role plays a critical part in delivering a positive client experience and supporting the company's revenue collection efforts. The position involves a high volume of invoice processing, data entry, and administrative tasks that require strong attention to detail, organization, and consistency.

Essential Responsibilities

Billing & Invoice Processing

• Prepare, review, and process client invoices accurately and on schedule.
• Perform high-volume billing and data entry activities while maintaining a high level of accuracy and attention to detail.
• Review billing data and supporting documentation to ensure invoice accuracy and completeness.
• Assist with month-end billing activities and meet established deadlines.
• Maintain accurate billing records and support documentation.
• Submit invoices through client payment portals, procurement systems, and accounts payable platforms.

Billing Support & Dispute Resolution

• Respond to client and internal billing inquiries in a professional and timely manner.
• Investigate billing discrepancies, invoice disputes, and billing-related questions.
• Research invoice history and supporting documentation to assist with resolving billing issues and client inquiries.
• Collaborate with Sales, Client Services, Operations, and Finance teams to obtain information needed to resolve billing concerns.
• Reference pricing schedules and billing documentation when reviewing disputed charges or requested invoice revisions.
• Process invoice revisions, credits, and resubmissions when necessary.

Client Setup & Account Maintenance

• Support new client onboarding and billing account setup.
• Create and maintain client billing profiles, contacts, and invoicing preferences.
• Maintain and update client billing information, purchase orders, documentation, and client-specific billing requirements to ensure accurate invoice processing and timely payment.

Collaboration & Continuous Improvement

• Partner with internal teams to ensure billing accuracy and positive client experience.
• Communicate effectively with clients regarding billing questions and invoice status.
• Participate in process improvement initiatives that enhance billing accuracy and efficiency.
• Perform other billing-related duties and special projects as assigned.

Qualifications

• High School Diploma or equivalent.
• 2-5 years of experience in billing, customer service, administrative support, finance, or a related field.
• Strong attention to detail and accuracy.
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office, including Excel, Word, and Outlook.
• Ability to manage multiple priorities and meet deadlines.
• Ability to work independently and as part of a team.

Preferred

• Associate degree in Business, Accounting, Finance, or a related field.
• Experience working with billing systems, ERP systems, or customer payment portals.
• Experience in invoicing, accounts receivable, client support, or administrative roles.