Billing Specialist

Position Description

Job Title: Billing Specialist

Reports To: Billing Supervisor

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 ConductCompetencies

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 timeEducation/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 EnvironmentThe 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