Billing Specialist

The Billing Specialist supports the accurate and timely execution of client billing activities, including invoice generation, invoice delivery, billing profile setup and maintenance, billing adjustments, issue research, customer and internal enquiries, and documentation across assigned accounts. This role partners with Payroll, Accounts Receivable/Credit and Collections, Front Office/Dynamics, account teams, and clients to help ensure billing data is complete, invoices meet customer requirements, and billing exceptions are resolved with appropriate support and audit-ready documentation.

The core responsibilities for the job include the following:

Invoice Generation and Delivery:

• Generate and deliver customer invoices based on billing schedules, profiles, formats, and client requirements.
• Use approved delivery methods, including email, portals, VMS tools, and special billing channels.
• Confirm invoices are complete, accurate, and aligned with handling requirements before delivery.

Billing Data Review and Accuracy:

• Review billing data for missing or inaccurate hours, rates, POs, timesheets, formatting, or customer requirements.
• Validate invoice details against payroll, timesheet, assignment, customer, and billing profile records.
• Maintain accurate records and escalate recurring data issues, discrepancies, or process gaps.

Adjustments, PPAs and Invoice Corrections:

• Process billing adjustments, including PPAs, invoice corrections, credits, rebills, and direct hires.
• Confirm required approvals, documentation, invoice references, and billing instructions are complete.
• Coordinate revisions, cancellations, corrected invoices, and resends while keeping records audit-ready.

Customer, Field and Cross-Functional Support:

• Respond to customer, field, and internal billing enquiries with timely, professional follow-through.
• Partner with Accounts Receivable/Credit and Collections on payment issues, ageing questions, short pays, and disputes.
• Work with Payroll, Front Office/Dynamics, account teams, and field partners to resolve billing issues and clarify next steps.

New Customer Setup and Billing Profile Maintenance:

• Support new customer billing setup, profile changes, invoice contacts, formats, frequencies, and special requirements.
• Review setup and change requests for completeness before processing or escalation.
• Maintain billing instructions and coordinate with internal partners when changes affect billing.

Reporting, Reconciliation and Audit Support:

• Prepare and maintain weekly, monthly, quarterly, or ad hoc billing reports.
• Support reconciliations, ageing notes, open invoices, payment research, and audit requests.
• Provide backup documentation and contribute to process documentation, checklists, and training materials.

Core Competencies:

• Accuracy and Detail: Reviews invoice data, rates, hours, and documentation for accuracy.
• Communication and Collaboration: Communicates clearly and partners with clients, field teams, payroll, accounts receivable, and internal stakeholders.
• Problem Solving and Follow-Through: Researches discrepancies, supports resolution, and tracks assigned items to completion.
• Process Discipline and Improvement: Uses systems and workflows consistently while identifying opportunities to improve efficiency.

Requirements:

• Experience in deadline-driven billing, finance, accounting, payroll, or operations:
• Knowledge of billing, invoicing, payment issue resolution, and basic accounts receivable concepts.
• Strong Microsoft Office skills and ability to manage multiple priorities and deadlines.
• Strong attention to detail, organisation, follow-through, documentation, and communication skills.