Order & Billing Associate

Position Title 

Order & Billing Associate 

Department 

Finance Operations / Order & Billing Operations 

Reports To 

Order & Billing Team Lead / Manager, Order & Billing Operations 

Location 

United Kingdom (Hybrid) 

 Please note this is an Entry level role.

Position Summary 

Bottomline is seeking an Order & Billing Associate to join the Global Order & Billing Operations team. This role is responsible for supporting the end-to-end processing of customer orders, billing activities, customer account maintenance, and operational administration for a portfolio of strategic UK banking customers. 

The position focuses on the accurate and timely processing of customer onboarding requests, sales orders, billing transactions, invoice distribution, customer account updates, and month-end billing activities. The successful candidate will work closely with internal teams, banking customers, and third-party suppliers to ensure service levels are achieved while maintaining a high degree of accuracy and compliance with established procedures. 

This role requires strong attention to detail, the ability to follow documented processes, effective time management, and excellent customer service skills. 

Essential Duties and Responsibilities 

Order Management 

• Process daily onboarding requests for strategic customers utilizing enriched onboarding files. 

• Process sales orders for strategic customers using both standard order submissions and enriched files. 

• Process sales orders for strategic customers in accordance with documented procedures. 

• Complete order amendments, customer change requests, cancellations, and billing-related updates. 

• Maintain customer master data including purchase orders, billing addresses, and account details. 

• Ensure all required approvals and supporting documentation are obtained prior to processing. 

White Label Banking Operations 

Support operational activities for strategic banking customers.  

Provide support for strategic customers, including management of complex product and project billing requirements that may fall outside standard operational processes. 

Billing Operations 

• Execute monthly billing activities for assigned accounts. 

• Complete month-end B2K file preparation and submission within required service deadlines. 

• Perform month-end BITE billing activities on Day 1 of the monthly close cycle using BITE reporting data. 

• Process manual billing transactions in accordance with approved procedures. 

• Support billing exception management, invoice corrections, credit requests, and rebills. 

• Process credits, cancellations, and customer billing adjustments as required. 

• Support BTS billing activities until a long-term process is implemented. 

• Provide backup support for Professional Services invoicing activities. 

Customer Administration 

• Update customer purchase orders and associated account information. 

• Maintain customer billing and contact records. 

• Support customer account maintenance activities to ensure billing accuracy. 

MFA Token Management 

• Manage daily MFA token dispatch activities. 

• Coordinate with external suppliers to arrange customer token shipments. 

• Prepare and submit required dispatch reports by established daily deadlines. 

• Process and manage MFA token returns received at the office. 

• Maintain tracking records and supporting documentation. 

Invoice Distribution and Controls 

• Retrieve printed invoices from the office and coordinate distribution to customers. 

• Perform invoice delivery checks to ensure successful customer receipt. 

• Support global invoice reconciliation activities to ensure billing completeness. 

• Assist with identifying and resolving invoice delivery exceptions. 

Month-End Support 

• Support critical month-end processing activities. 

• Meet established cutoff times and customer-specific delivery requirements. 

• Assist with reconciliations and billing validation processes. 

• Escalate issues that may impact monthly close timelines. 

Required Skills and Qualifications 

• Strong attention to detail and commitment to data accuracy. 

• Ability to manage multiple priorities and deadlines simultaneously. 

• Excellent written and verbal communication skills. 

• Strong customer service orientation. 

• Proficiency with Microsoft Excel, Outlook, and Word. 

• Ability to follow documented processes and procedures consistently. 

• Ability to work effectively both independently and within a team environment. 

 Nice to have but not essential:

• Previous experience in order processing, billing administration, customer service, finance operations, or a related administrative role. 

Preferred Qualifications 

• Experience supporting order-to-cash, billing, or invoicing processes. 

• Experience working with banking or financial services customers. 

• Experience using ERP and CRM systems such as D365 and Salesforce. 

• Experience performing reconciliations and operational controls. 

Core Competencies 

Attention to Detail 

Maintains high levels of accuracy when processing orders, invoices, customer records, and billing transactions. 

Customer Focus 

Delivers responsive and professional support to internal and external customers. 

Organization & Time Management 

Effectively prioritizes work to meet daily operational deadlines and month-end commitments. 

Teamwork 

Collaborates effectively with colleagues, suppliers, and business stakeholders. 

Accountability 

Takes ownership of assigned tasks and follows issues through to completion. 

Continuous Improvement 

Identifies opportunities to improve efficiency, reduce manual effort, and enhance process consistency. 

Work Environment 

• Hybrid UK-based role. 

• Standard office and remote working environment. 

• Ability to support daily operational cutoffs and month-end processing deadlines. 

• Occasional attendance at the office may be required to support invoice distribution and MFA token return activities.