[Hiring] Billing Coordinator III @Alia Services

Role Description

We're looking for an experienced Billing Coordinator (Billing Coordinator III) who understands the complete billing lifecycle and is comfortable taking ownership of complex orders, invoice discrepancies, vendor documentation, and billing-related financial processes.

As a Billing Coordinator, you will be responsible for supporting the end-to-end billing process, from vendor invoice review and order progression through customer invoicing and financial reconciliation. This is not simply a data-entry billing position. You'll independently manage orders, investigate discrepancies, resolve billing issues, communicate with internal and external stakeholders, and ensure invoices are processed accurately and on time.

Success in this position requires strong attention to detail, financial accuracy, problem-solving ability, Excel proficiency, and the confidence to independently investigate and resolve billing issues.

What You'll Do

• Billing & Invoice Management
  • Manage the end-to-end billing process, including vendor invoice flow, order progression, and customer invoicing.
  • Independently manage the invoicing of assigned orders from review through completion.
  • Review vendor invoices and credit memos for accuracy and resolve discrepancies whenever possible.
  • Process and review various order types, including regular, drop ship, release, e-commerce, and program orders.
  • Review daily open-order reports and take appropriate action to resolve holds, obtain documentation, and close orders.
  • Prepare and process billing-related financial documents, including invoices, pre-bills, early invoices, budget invoices, and manually generated invoices.
  • Support invoice revisions, credit memos, requisitions, and other billing adjustments.
  • Ensure consistent invoicing practices while meeting established billing KPIs, productivity expectations, and deadlines.
• Order & Financial Analysis
  • Review order details, vendor documentation, costs, selling prices, volume, margins, and other financial information to ensure billing accuracy.
  • Investigate discrepancies involving vendor invoices, customer invoices, order information, or payment-related documentation.
  • Process and validate order changes, including adjustments to cost and selling price, freight and shipping charges, vendors, partially invoiced or partially processed orders, cancellations, and commission-related information.
  • Understand how billing activities impact vendor payments, customer invoices, margins, and commissions.
  • Validate shipping and freight charges and determine whether orders meet requirements for hold release.
  • Support sales tax validation and review applicable tax calculations based on customer or transaction location.
  • Reconstruct complex orders and billing activity when necessary to identify and correct discrepancies.
• ERP, Vouching & Billing Systems
  • Work confidently within the company's Billing ERP and related financial systems.
  • Process and review various voucher types, including invoices, samples, vendor prepayments, credits, and manual entries.
  • Accurately code manual billing and financial entries.
  • Understand billing-related and non-billing-related sales order holds, including when holds can be released and when escalation is required.
  • Complete master and reverse-master supplier orders, including freight calculations, allocations, and balancing.
  • Process specialized vendor transactions and ensure entries are properly reconciled.
  • Utilize reporting and shared-resource tools to research and resolve billing issues.
• Communication & Issue Resolution
  • Maintain direct and professional communication with Account Executives, vendors, Finance, and other internal departments.
  • Independently diagnose billing issues based on internal, vendor, or Account Executive correspondence.
  • Provide efficient, accurate resolutions whenever possible.
  • Escalate complex invoicing issues with clear context, supporting documentation, and recommended next steps.
  • Maintain ownership of escalated issues through final resolution.
  • Handle complex Account Executive requests and provide appropriate billing guidance.
  • Identify recurring issues or trends and communicate them to team leadership.
• Reporting & Process Improvement
  • Prepare and maintain Excel spreadsheets used for billing operations, reconciliation, order auditing, and reporting.
  • Review billing and spoilage requests for accurate financial and GL coding.
  • Support credit memo and invoice requisition processes.
  • Participate actively in team meetings by identifying trends, discussing exceptions, and recommending solutions.
  • Collaborate with team members and leadership to identify opportunities for process and system improvements.
  • Maintain accurate documentation and follow established billing procedures.
• Team & Leadership Support
  • Serve as an experienced resource for other members of the Billing team.
  • Proactively assist teammates with workloads and complex billing situations.
  • Provide front-line guidance and support when needed.
  • Support new hires by coordinating with trainers and assisting with onboarding and training activities.
  • Help provide departmental overviews and process education to employees outside of the Billing function.
  • Provide constructive observations and performance feedback to team leadership when appropriate.
  • Perform additional billing and operational responsibilities based on business needs.

Qualifications

• 18–24+ months of professional Billing experience or equivalent industry experience.
• Ability to independently manage the invoicing of orders.
• Previous experience with Accounts Payable, Accounts Receivable, Billing, Finance Operations, or a related function.
• Strong understanding of billing and invoicing processes.
• Proficiency with Microsoft Excel, Word, and Outlook.
• Strong computer skills and ability to learn new ERP and financial systems.
• Excellent written and verbal communication skills.
• Strong attention to detail and commitment to accuracy.
• Excellent organizational, time-management, and prioritization skills.
• Ability to manage multiple responsibilities and work effectively under deadline pressure.
• Strong analytical and problem-solving capabilities.
• Ability to work independently while collaborating effectively within a team.
• Professional and solution-oriented approach to internal and external communication.
• Flexibility to work overtime when business needs require it.

Data Entry Requirements

• Typing speed of approximately 40+ WPM.
• Strong numerical and 10-key data-entry skills.
• Ability to process high volumes of financial information accurately and efficiently.

Preferred Qualifications

• 2+ years of Billing, Accounts Receivable, Accounts Payable, or Finance Operations experience.
• Experience working in a corporate or B2B billing environment.
• Experience with ERP or financial management systems.
• Advanced Microsoft Excel experience.
• Experience handling complex invoice discrepancies, credits, order changes, and reconciliations.
• Understanding of margins, commissions, freight, sales tax, and other components of the revenue cycle.
• Experience working with high-volume transactions or customer accounts.
• Previous experience mentoring, training, or supporting junior team members.

Benefits

• 100% Remote Work – Work from the comfort of your home while collaborating with an international team and client.
• Health Insurance – Health insurance coverage provided through SafetyWing, beginning as soon as you are hired.
• Paid Time Off (PTO) – Enjoy paid time off to rest, recharge, and maintain a healthy work-life balance.
• Reliable Payroll – Consistent payroll administration and support from the Alia Services team.
• Dedicated HR Support – Access to our People Operations team for employment-related questions, support, and guidance throughout your time with us.
• Professional Growth – Opportunities to develop your skills, gain international experience, and grow professionally.
• Coaching & Feedback – One-on-one coaching, ongoing feedback, mentorship, and development opportunities.
• International Experience – Gain valuable experience working remotely with international companies and teams.
• Cross-Functional Development – Opportunities to expand your knowledge and gain exposure to different areas of the business.
• Equipment Coordination – Equipment support and coordination may be available depending on the position and client requirements.
• Ongoing Employee Support – From onboarding through your day-to-day employment, Alia Services serves as your dedicated partner throughout your experience with the client.

Ready for Your Next Opportunity?

If you have experience in Billing, Accounts Receivable, Accounts Payable, or Finance Operations and you're ready for a role where you can take greater ownership of complex billing processes, we'd love to hear from you. Apply today and take the next step in your career with Alia Services.