Billing Coordinator à United States

JOB OVERVIEW/PURPOSE:

The Invoicing Executive is responsible for managing the end-to-end invoicing process to ensure accuracy, timeliness, and compliance with company policies and client requirements. The role plays a critical part in maintaining the financial integrity of the organization by generating, verifying, and managing invoices and related documentation while ensuring seamless coordination with internal teams and external stakeholders.

• Prepare and issue accurate invoices to clients based on contracts, purchase orders, or service agreements.
• Ensure compliance with company pricing structures, applicable taxes, and local regulatory requirements.
• Maintain an organized record of all invoices, credit notes, and related documentation for auditing and reconciliation purposes.
• Verify the correctness of billing details, including client information, itemized charges, discounts, and terms of payment.
• Conduct regular cross-checks with sales, procurement, and operations teams to ensure alignment between invoicing data and service/product delivery.
• Serve as the point of contact for client queries and disputes related to invoices, ensuring prompt resolution.
• Coordinate with the Accounts Receivable team to monitor outstanding invoices and follow up on overdue payments.
• Liaise with clients to ensure clarity and satisfaction regarding billing processes.
• Prepare periodic reports on invoicing activities, including summaries of issued invoices, outstanding amounts, and resolved disputes.
• Assist in monthly financial reconciliations by ensuring that all invoicing records align with the general ledger.
• Identify opportunities to enhance the efficiency and accuracy of the invoicing process through automation and system enhancements.
• Ensure adherence to company policies, accounting standards, and relevant regulatory frameworks.
• Provide documentation and data required for internal and external audits related to invoicing and billing processes.
• Address discrepancies identified during audits and implement corrective measures.
• Work closely with Sales, Operations, and Customer Service teams to ensure seamless coordination for accurate invoicing.
• Communicate changes in client contracts or terms to the relevant teams to avoid billing errors.
• Uphold company values throughout business practices and utilize sound judgment in decision making.
• Any other additional duties as may be required by management based on needs of the business.