Billing Specialist

Position Description

Job Title: Billing Specialist

Reports To: Accounts Receivable Manager

FLSA Status: Non-Exempt

Location: Shared Services Office, Irving, TX (Hybrid)

Summary:

The Billing Specialist is responsible for ensuring timely, accurate, and compliant billing of parts, services, and equipment. This role supports operational teams by generating invoices, resolving billing discrepancies, and maintaining adherence to established SLAs and compliance controls. The ideal candidate is detail-oriented, deadline-driven, and proactive in identifying process improvements to drive efficiency and accuracy within the billing cycle.

Essential Duties and Responsibilities:

Billing Operations

• Post billing across different functions among the business that includes parts, service, and equipment.
• Generate invoices based on completed service or parts tickets.
• Apply correct tax rates using Avalara integration.
• Address and resolve billing exceptions or missing data.
• Rebill or correct invoices as needed.
• Communicate regularly with project managers and service teams to ensure completeness.

Discrepancy Resolution and Reporting

• Run and validate weekly billing reports to ensure accuracy.
• Monitor and manage the billing backlog and aged receivables due to billing issues resolving discrepancies in a timely manner.

Month-End and Audit Support

• Assist with month-end close processes, including billing accruals and reconciliations.
• Validate and reconcile deferred revenue entries.
• Reconcile billed revenue with the general ledger and support posted invoice validation.
• Support internal/external audit requests (SOX or financial audits).
• Maintain detailed audit trails and proper segregation of duties in compliance with SOX.

Process Improvement and System Support

• Participate in process enhancement and automation efforts.
• Assist with onboarding new operating companies or team members.
• Investigate and resolve escalated disputes or exceptions.

Compliance and Documentation

• Maintain accuracy and security of customer and financial data.
• Upload supporting documentation to billing management systems.
• Engage in required training refreshers to maintain compliance and system proficiency.

Other Duties

• Regular, consistent and necessary to meet the needs of the business
• Performs other duties and responsibilities as assigned
• Must conduct self in an ethical, legal, and responsible manner at all times
• Must adhere to the policies, principles, and guidance within the Employee Handbook and Code of Conduct

Competencies

• Elevated professionalism which demonstrates tempered emotions, empathy, positive intent, and integrity in all interactions.
• Excellent communication and interpersonal skills with the ability to build strong relationships across all levels of the organization. Strong verbal and written communication skills
• Ability to effectively communicate and present information one-on-one and in group situations, and outside of the company.
• Ability to work in a fast-paced environment
• Strong attention to detail
• Must be a self-starter, independent, and strong organization skills, with the ability to manage multiple priorities and deadlines at any given time

Education/Experience:

• Associate’s degree preferred.
• Minimum of 2+ years of billing or accounting experience
• Experience in Microsoft Dynamics 365 F&O and CRM is preferred
• Familiarity in Avalara (tax compliance and calculations) is a plus.
• Familiarity with ticketing systems (ServiceNow, Zendesk, Microsoft ticketing).
• Understanding of lien filing and waiver processes (conditional & unconditional).
• Must be proficient in the Microsoft Office Suite, including Outlook, Excel, PowerPoint and Word

 Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essentials functions. The noise level in the work environment is usually moderate. The workplace is in a corporate office environment and the temperature in the work environment is usually moderate. The position’s primary office is the Shared Services, Irving, TX office; however, telework or work at home, on the road, or in a satellite location for portions of the workweek may occur, depending upon project needs and requirements in coordination with your direct supervisor and/or most senior leader of your department.
Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable the individuals with disabilities to perform the essentials functions.

• Must be able to walk, bend, stand, and reach constantly during a workday.
• Must be able to lift 15 – 20 lbs.
• Standing for long periods of time (4-5 hours) occasionally
• Must be able travel via plane or car to events

Acknowledgment:

I have read this job description and fully understand the requirements set forth therein. I hereby accept the position of Billing Specialist agrees to perform the identified essential functions in a safe manner and in accordance with the facility’s established procedures. I further understand that during my employment, is at-will and thereby understand that my employment can be terminated at-will either by the company or myself and that such termination can be made with or without notice.