Senior Billing Specialist

Position Summary

The Senior Railcar Billing Specialist is responsible for ensuring accurate, timely, and compliant billing for all railcar repair and maintenance services performed by Compass Rail. This role serves as a critical link between operations, customer service, and accounting by reviewing work orders, preparing estimates, generating invoices, and maintaining precise billing records. The Billing Specialist ensures customers receive complete, correct, and contract‑compliant documentation for every repair. This position may supervise other Billing Specialists.

Role Impact

This position serves as the operational bridge between repair teams, customer service, and accounting. Accurate billing ensures Compass Rail maintains strong customer relationships, meets contractual obligations, and supports financial performance.

Essential Functions/Key Responsibilities

Work Order Review & Billing Accuracy

• Review completed railcar repair work orders to ensure all billable labor, materials, and services are accurately captured.
• Verify labor hours, material usage, subcontractor charges, and job codes prior to invoicing.
• Resolve discrepancies by coordinating with operations, field crews, and shop personnel.

Estimate Preparation & Customer Approvals

• Prepare and process customer estimates for approval before work begins.
• Generate supplemental estimates when additional repairs or changes occur.
• Ensure estimates align with customer contracts, pricing agreements, and AAR billing standards.

Invoicing & Billing Management

• Generate final invoices for completed railcar repairs and services.
• Enter all billing information into ExpressYard and maintain accuracy across all billing platforms.
• Manage invoicing for MRU, contract, and continuous billing customers.
• Assist with weekly billing cycles and recurring customer invoicing.

Customer & Internal Coordination

• Maintain accurate records of customer contacts, billing preferences, and invoicing procedures.
• Work closely with customer service, materials, and operations teams to ensure timely and accurate billing.
• Communicate with customers regarding estimates, supplemental billing, purchase order requirements, and invoice status.

Reporting & Documentation

• Support reporting efforts by updating production reports, billing trackers, and job status reports.
• Assist with purchase order tracking and verify PO requirements prior to invoicing.
• Ensure compliance with customer contracts, pricing agreements, and billing terms.

Process Improvement

• Identify opportunities to improve billing accuracy, efficiency, and turnaround time.
• Recommend enhancements to billing workflows, documentation practices, and system utilization.

Minimum Qualifications

• High School Diploma or GED
• Three years' experience in rail industry
• Experience with railcar repair, maintenance, or railroad industry billing processes
• Knowledge of AAR job codes, repair billing practices, and rail industry terminology
• Proficiency with Microsoft Excel and reporting tools

Preferred Experience & Skills

• Bachelor's or associate Degree
• Familiarity with ExpressYard, SharePoint, and related billing systems
• Strong attention to detail and organizational skills
• Ability to manage multiple projects and deadlines simultaneously
• Excellent communication and customer service skills