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Position summary

The Billing Specialist is primarily responsible for the daily processing of PH sales invoices.

Essential tasks of the position

• Validate the prior day’s shipments against bill of ladings

• Resolve all discrepancies between BOLs and delivery records, including but not limited to lot, carrier, product, and quantity variances

• Process customer invoices, ensuring invoices are sent to customers one day after shipment.

• Identify and assist in resolving Low Profit Margin sales. Identify and investigate any unusually high profit margins and resolve errors prior to month end close and archiving of sales history.

• Assist with reporting and identifying sales requiring rebates

• Research and resolve freight issues

• Periodically and monthly reconcile the Open Orders report, identify orders that have shipped but have not yet been billed, and resolve any problems.

• Review and post invoices to the General Ledger daily

• Complete daily match up report

• Issue credits to customers as needed.

• Process credit and rebills for internal and external purposes.

• Process and record intercompany transactions

• Provide backup to other accounting team members when necessary

• Perform any other duties assigned by management.

Quality:

Activities of the position affect quality including quality objectives. Responsibilities and authorities include where appropriate:

• Initiating action to prevent the occurrence of any nonconformities relating to product, process or quality system, up to and including when necessary stopping production to correct quality problems.

• Identifying and recording any problems relating to the product, process and quality system.

• Documenting problems, steps taken for resolution and preventative action in CRM software and notifying all parties required.

• Initiating, recommending or providing solutions through designated channels.

• Verifying the implementation of solutions in areas under your control.

• Controlling further processing, delivery or installation of nonconforming product until the deficiency or unsatisfactory condition has been corrected.

• Performing duties and tasks as prescribed in company policies, procedures and work instructions.

Note:

The outline of duties is not arranged in order of priority. These duties are not meant to restrict initiative, but rather to describe baseline activities. These duties will from time to time be altered to suit the needs of the company.

We are a tobacco free, professional environment.

Requirements:

Education:

• Requirements as set forth by supervisor.

Experience:

• Requirements as set forth by supervisor.

Knowledge/Skills:

• Intermediate level of expertise in MS Office and Contact Management Software

• Excellent verbal and written communication abilities

• Ability to maintain professional conduct that exemplifies the corporate policies at all times, particularly when interacting directly with internal and external customers

• Ability to handle sensitive information with confidentiality and discretion

• Detail oriented with strong, accurate clerical skills

• Proficient at multi-tasking

• Proactive problem solver

• Highly motivated

Competencies:

Customer Oriented, Analytical Skills, Communication Skills, Organizational Skills, Flexibility, Learner’s Attitude, Integrity, Relationship Building, Teamwork, Accountability, Conflict Resolution, Enthusiasm

Physical Requirements:

• Satisfactory motor skills relevant to position

• Ability to sit for long periods of time

• Ability to lift up to 25 pounds