The A/P & Billing Specialist is responsible for generating and managing customer invoices related to waste hauling services, utilizing the company’s billing and dispatching software. Key duties include overseeing the billing process to ensure timely and accurate invoicing, meeting billing deadlines, enhancing process efficiencies, managing billing groups and customer configurations, and addressing software-related issues.
The A/P & Billing Specialist is also responsible for managing the Accounts Payable process, such as coding and posting invoices, cutting checks, paying bills online, processing check requests, communicating with vendors, making corrections, and other A/P related functions in an accurate and timely fashion.
ESSENTIAL FUNCTIONS
Billing & A/P Accuracy: Review driver paperwork, timesheets, weight tags, and other paperwork to ensure precise billing for services rendered. Likewise, review, code, and post vendor invoices accurately and in a timely manner.
Service Invoicing: Execute invoicing for all refuse-related services, including deliveries, hauling, repairs, rentals, overages, extra pickups and other.
Customer Service: Communicate with customers and vendors via phone, email, and other means to address and resolve billing and/or A/P inquiries in a professional and timely manner
Interdepartmental Collaboration: Work closely with the dispatch, sales, accounting teams and any other persons or groups in order to resolve any issues that could impact customer billing.
Reporting and Documentation: Maintain reports and billing portals to meet client requirements and ensure proper documentation.
SUPPORT FUNCTIONS:
Software Proficiency: Develop full expertise in Encore/Hauler Hero, the dispatch and billing software and QuickBooks, the accounting software.
Order Management: Monitor and manage open orders, address service order issues, and process recurring charges and other charges as needed.
Reporting: Manage reporting and track data in Excel.
Customer/Vendor Information Management: Update and maintain accurate customer billing and vendor information, including reconciliations and contract details.
Data Processing and Compliance: Process container repair invoices, upload required data to EDI and government platforms and maintain compliance with reporting standards.
Additional Responsibilities: Provide solutions for billing issues, prepare comprehensive reports on billing activities, and communicate with clients regarding outstanding balances.
Perform all other duties as assigned by Accounting Supervisor and/or Controller.
WORKING CONDITIONS
Regular use of computers, 10-key, multifunctional devices and other standard office equipment.
Physical exertion may be required when handling objects weighing 10 – 25 lbs.
Work environment includes air-conditioned offices.
WORK HOURS
Start time is between 6:00 and 7:00AM, with regular with workweek of Monday – Friday, 8 hours daily, including overtime and weekends as required. Start times and work hours will vary based on department needs.
Note: Start time represents a general guideline and hours worked will vary based on department needs.
PHYSICAL DEMANDS
Requires frequent sitting, standing, and walking. May require working under minimal supervision.
Requires maintaining a reliable work schedule.
Skills/Knowledge:
Ability to read, write, and communicate effectively in English.
Excellent verbal and written communication.
Physical capability to lift and transport up to 50 lbs.
Proficiency in QuickBooks, Microsoft Office (Word, Excel, Outlook) and Adobe.
Proficient in the use of a 10-key by touch.
High level of accuracy and attention to detail.
Strong coaching, mentoring, and team-building skills.
Willingness to learn and improve
Education/Experience:
College degree in accounting or business strongly preferred, but not required.
1 - 3 years of cumulative experience in accounts receivable and accounts payable preferred, but not required.
