Billing Specialist

Seeking a Billing Specialist to play a critical role in providing billing, financial, and administrative support to the organization. This position is primarily responsible for preparing and issuing invoices to customers, processing payments, managing accounts receivable, and handling various documentation required for payment processing. The Billing Specialist will also assist in maintaining customer records, resolving payment discrepancies, and providing excellent customer service. This role demands a high level of attention to detail and accuracy, with the ability to handle multiple tasks in a fast-paced environment.

Key Responsibilities

• Process and clear the workbench in Avante each business day, ensuring that all customer billing and invoices are completed on time.
• Handle customer payment applications, lien waiver forms (AIA 702 & 703), retention payments, and any other required documentation for contractors to process payments.
• Perform reconciliation of Avante records to change orders and contract totals to ensure they match customer’s records. Resolve discrepancies by following up with a change order.
• Generate and send service order invoices daily.
• Complete change order logs per customer request.
• Notarize documents, as needed. 
• Submit applications and track customer payments through third-party payment portals such as Textura, Wal-Mart, GC Pay, Procore, etc.
• Complete schedule of value per customer’s request.
• Provide monthly customer statements, as requested, file preliminary notices, and manage NCS notices.
• Occasionally assist in managing the aging report and collaborate with collections to follow up on overdue payments. 
• Investigate and resolve disputed receivables, responding to customer inquiries in a timely and professional manner.
• Process tax credits, where applicable.
• Demonstrate a strong attention to detail and execute all tasks with high accuracy.
• Provide and maintain exceptional customer service, both internally and externally, to enhance the overall customer experience. 
• Maintain up-to-date customer records and apply credit memos where applicable.  Process credit card payments.  Maintain records of credit requests.
• Perform additional duties as assigned by the Credit Manager.

Skills

• Accounting Knowledge: Strong understanding of accounts receivable, billing processes, and general accounting procedures.
• Attention to Detail: High level of attention to detail, ensuring accuracy in invoicing, payments, and record-keeping.
• Customer Service Skills: Excellent communication and interpersonal skills, with the ability to handle customer inquiries and concerns professionally. 
• Technical Proficiency: Advanced skills in Microsoft Office applications, especially Excel, with the ability to perform complex data entry, reporting, and analysis.
• Organizational Skills: Strong organizational skills, with the ability to prioritize tasks, meet deadlines, and manage multiple responsibilities efficiently.

Abilities

• Problem Solving: Ability to research and resolve disputed receivables and address issues that may arise in the billing process.
• Time Management: Ability to work independently and manage time effectively in a fast-paced environment.
• Collaboration: Ability to work effectively within a team, collaborating with colleagues to achieve shared goals.
• Adaptability: Flexibility to handle changing priorities and willingness to take on new responsibilities as needed.
• Accuracy: Proven ability to execute tasks with a high degree of precision and minimal errors.

Requirements

• Minimum of 2 years of experience in an Accounts Receivable or Billing position.
• A Notary Public, or willingness to obtain within 6 months.
• Self-starter with a proactive approach to completing tasks and collaborating with others.
• Strong written and verbal communication skills.
• Proficient in Microsoft Office applications, with advanced Excel skills.
• Ability to think strategically, problem-solve, and identify areas for process improvement.

Physical Demands

• Sitting/Standing: Primarily sedentary work, performed sitting at a desk or workstation. Occasional standing or walking may be necessary for meetings or site visits.
• Lifting: Occasional light lifting (up to 15-20 pounds) may be required to handle office supplies, files, or other materials.
• Repetitive Motion: Frequent use of hands and wrists for typing, data entry, and document review.
• Visual Acuity: Frequent use of a computer monitor and close reading of documents, requiring good visual acuity.
• Hearing: Ability to communicate effectively through phone calls and meetings with both internal and external stakeholders.
• Travel: Occasional local travel may be required for notarizing documents or attending meetings.

Education
High school diploma (or GED). Bachelor’s degree preferred.: 

Work Environment

This role is performed primarily in an office environment.

Travel Required: 

Domestic Travel Required: No

International Travel Required: No

Equal Employment Opportunity & Diversity Statement

At Won-Door, we are committed to fostering an environment where individual differences are respected and valued. We embrace diversity and inclusion in every aspect of our organization and encourage all employees to share their perspectives and voice their opinions. By celebrating diverse backgrounds and perspectives, we strengthen our company and work collaboratively toward achieving our goals.

Won-Door Corporation is an equal opportunity employer and adheres to all applicable federal, state, and local laws regarding equal employment and non-discrimination. It is our policy to ensure equal employment opportunities for all individuals and to strictly prohibit discrimination or harassment based on sex (including gender, gender identity, gender expression, sexual orientation, pregnancy, and childbirth), age, race, national origin, color, disability, religion, genetic information, veteran or military status, and any other characteristics protected by law.

This policy applies to all aspects of employment, including recruitment, hiring, training, promotions, transfers, compensation, termination, and layoffs. We are dedicated to maintaining a workplace that reflects our commitment to fairness, equity, and respect for all individuals.

If you have concerns about discrimination, harassment, or questions about this policy, please reach out to your supervisor or the Human Resources Manager. Won-Door values diversity in our workforce and ensures that all qualified applicants receive fair consideration for employment regardless of their protected attributes.

Together, we strive to create a workplace where everyone feels empowered to contribute, grow, and succeed. Join our team to contribute to delivering high-quality products and exceeding customer expectations!