Regional Billing Coordinator

Overview

The organization is seeking a Regional Billing Coordinator to oversee invoicing and billing for fleet maintenance services in a designated region. This position is remote.

The role includes managing the monthly billing cycle, preparing invoices and credit memos, maintaining accurate accounting and customer records, handling customer billing inquiries and disputes, and supporting accounts receivable and collections.

Responsibilities

Billing Management and Revenue Accountability

• Own the monthly invoicing cycle and manage monthly regional revenue invoicing goals ($500K to $1M).
• Monitor Work in Process (WIP) and take corrective action to keep WIP revenue under 15% of assigned Regional Revenue.
• Prioritize workload to close invoices within 48 hours of service completion.
• Review service orders (SOs), identify discrepancies, and determine the appropriate resolution before invoicing.
• Verify invoice information is accurate and that all applicable fees are applied.
• Compile work estimates and communicate them to customers.
• Prepare and issue invoices and credit memos.
• Approve billing adjustments up to 50% of the labor cost, not exceeding more than $1,000.00 per invoice.

Customer Account Management

• Manage assigned customer accounts and customer billing portals.
• Serve as the primary billing contact for customers, including answering questions about the nature and cost of repairs and resolving invoice disputes.
• Use judgment to place customer accounts on credit hold or increase account limits.
• Recommend improvements to repair order documentation to the Regional Service Manager, and assist with setting customer account credit limits.
• Maintain accurate customer information and account records in the billing system.
• Track job progress from service completion through final payment.

Support Accounts Receivable and Collections

• Pursue customer purchase orders (POs) needed to close billing using the standard follow-up process: email, then phone follow-up, then escalation by email to the RSM and an owner; determine when earlier escalation is warranted.
• Send payment reminders and support accounts receivable and collections efforts.
• Accept and process customer payments when jobs are complete.

Cross-Functional Coordination

• Coordinate with Managers and Technicians on completed services and required paperwork.
• Support billing for other regions as needed.
• Participate in weekly billing and sales calls, reporting on invoicing status, WIP, and receivables issues.

Requirements

• High school diploma required; associate’s in accounting or business preferred.
• 2+ years of billing, service writer, accounts receivable, or accounting experience, preferably in a service business.
• Proficiency with ERPs and Microsoft Excel.
• Strong attention to detail, organization, and written and verbal communication skills.
• Ability to exercise sound judgment, prioritize competing deadlines, and work independently.

Preferred Qualifications

• Bachelor’s degree in related field or equivalent experience with a high school diploma.
• 2-5 years’ experience in billing, accounts receivables or payables.
• Excellent verbal and written communication skills.
• Strong decision-making and analytical skills.
• Strong organization skills and ability to multitask.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience working with FullBay software preferred.

Compensation & Benefits

• USD $24.00 - USD $26.00 /Hr.
• Health, Dental and Vision Plans
• HSA options
• Various life insurance options
• Supplemental insurance plans
• 401K with company match
• Paid time off

Location

• Position is remote.

Additional Information

• All applicants are subject to Drug Testing and a Criminal Background check prior to employment.
• Equal opportunity/affirmative action employer committed to providing employment opportunities without regard to race, sex, age, color, national origin, ethnicity, creed, religion, disability, genetic information, sexual orientation, gender, gender identity and expression, marital status, pregnancy, or veteran status.