Billing, Collections & Deal Support Specialist

Overview

A growing organization is seeking a detail-oriented and hands-on Billing, Collections & Deal Support Specialist to help scale end-to-end billing and collections operations. This hybrid role supports billing, collections, post-sale deal support, sales operations, tax compliance, and process improvement initiatives across the company. The position involves working closely with another team member currently supporting these functions.

The specialist will ensure billing accuracy, manage cash collections, reconcile sales tax and VAT payable accounts, improve accounts receivable (AR) performance, and optimize a scalable quote-to-cash process. The role requires flexibility, cross-functional collaboration, and a focus on identifying opportunities to improve systems and processes. Experience in a fast-paced SaaS subscription environment and enthusiasm for leveraging AI tools and automation to enhance efficiency are important.

Responsibilities

Billing & Invoicing

• Manage daily and monthly invoicing lifecycle in Recurly, including subscriptions, usage-based billing, proration, and billing rules
• Ensure accurate and timely invoice generation and delivery for recurring, usage-based, and manual billing
• Maintain billing schedules, monitor payment retries, and oversee dunning workflows to reduce failed payments
• Maintain customer portals for invoice submission and billing communication

Cash Collections & Accounts Receivable Oversight

• Own the cash collection process by proactively managing aging accounts and customer outreach to drive timely payments
• Prepare and maintain weekly AR aging reports; identify high-risk accounts and escalate as needed
• Collaborate with Sales and Sales Operations to resolve disputes, review open balances, and align on customer communication strategies
• Reconcile accounts receivable balances and billing records across systems

Deal Support & Sales Operations

• Provide post-sale deal support by reviewing completed deals for accuracy, compliance, and proper documentation
• Support sales operations with pricing validation, quoting support, contract alignment, and customer account setup
• Assist with maintaining accurate customer, billing, and reporting data within the CRM system

Tax Compliance

• Reconcile all sales tax and VAT payable accounts and coordinate with external partners to ensure compliance
• Administer and maintain sales tax configurations using Avalara AvaTax or similar tax automation platforms

Accounting & Reporting

• Reconcile data flows between billing systems and accounting platforms such as QuickBooks, Salesforce, Recurly, and Stripe
• Support monthly close activities with billing-related entries, reconciliations, and reporting
• Ensure accurate deferred revenue tracking and revenue recognition consistent with ASC 606
• Provide billing documentation and schedules for internal and external audits

Process Improvement & Cross-Functional Support

• Continuously optimize billing, collections, and AR workflows through automation, AI, and process improvements
• Partner with Sales, Customer Success, Finance, Operations, and Product teams to support seamless quote-to-cash execution
• Maintain and update standard operating procedures (SOPs) and assist with training team members on systems and processes
• Evaluate and adopt new AI tools and technologies to improve operational efficiency

Required Qualifications

• Advanced proficiency in Excel, including pivot tables, VLOOKUPs, and INDEX/MATCH, with the ability to manage and analyze large datasets efficiently
• Experience in both B2B and B2C business environments, particularly with usage-based billing
• Experience with system implementations and billing system migration projects
• Experience working with Salesforce or HubSpot CRM platforms
• Hands-on experience with subscription and usage-based billing platforms such as Recurly or Stripe (SaaSOptics, Ordway, Chargebee, or Chargify also acceptable)
• Experience with Avalara AvaTax or similar tax automation platforms

Location

This is a hybrid role, combining remote and on-site work.