[Hiring] Regional Billing Coordinator @Epika Fleet Services

Role Description

The Regional Billing Coordinator plays a vital role by overseeing all aspects of invoicing and billing regarding the company’s fleet maintenance services. This position is responsible for managing and handling the billing for a region, including:

• Creating invoices, credit memos, and updating accounting records.
• Managing customer information and sending payment reminders.
• Dealing with customers, sending invoices, and answering inquiries.

This position is remote.

Responsibilities

• Billing Management and Revenue Accountability
  • Own the monthly invoicing cycle and manage and meet monthly regional revenue invoicing goal ($500K to $1M).
  • Monitor Work in Process (WIP) and decide on corrective action to keep WIP revenue under 15% of assigned Regional Revenue.
  • Prioritize workload so invoices are closed within 48 hours of service completion.
  • Review service orders (SOs), identify discrepancies, and determine the appropriate resolution before invoicing.
  • Verify that all invoice information is accurate and that all applicable fees are applied.
  • Compile work estimates and communicate them to customers.
  • Prepare and issue invoices and credit memos and approve billing adjustments up to 50% of the labor cost not exceeding more than $1,000.00 per invoice.
• Customer Account Management
  • Manage assigned customer accounts and customer billing portals.
  • Serve as the primary billing contact for customers, answering questions about the nature and cost of repairs and resolving invoice disputes.
  • Exercise judgment to place customer accounts on credit hold or increase account limits.
  • Make recommendations to the Regional Service Manager on improving repair order documentation and assist on placing customer accounts credit limits.
  • Maintain accurate customer information and account records in the billing system.
  • Track the progress of each job from service completion through final payment.
• Support Accounts Receivable and Collections
  • Pursue customer purchase orders (POs) needed to close billing, using the standard follow-up process (email, then phone follow-up, then escalation by email to the RSM and an owner) and judging when an account warrants earlier escalation.
  • Send payment reminders and support accounts receivable and collections efforts.
  • Accept and process customer payments when jobs are complete.
• Cross-Functional Coordination
  • Coordinate with Managers and Technicians on completed services and required paperwork.
  • Support billing for other regions as needed.
  • Participate in weekly billing and sales calls, reporting on invoicing status, WIP, and receivables issues.

Qualifications

• High school diploma required; associate’s in accounting or business preferred.
• 2+ years of billing, service writer, accounts receivable, or accounting experience, preferably in a service business.
• Proficiency with ERPs and Microsoft Excel.
• Strong attention to detail, organization, and written and verbal communication skills.
• Ability to exercise sound judgment, prioritize competing deadlines, and work independently.

Requirements

• Bachelor’s degree in related field or equivalent experience with a high school diploma.
• 2-5 years’ experience in billing, accounts receivables or payables.
• Excellent verbal and written communication skills.
• Strong decision-making and analytical skills.
• Strong organization skills and ability to multitask.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience working with FullBay software preferred.

Benefits

• Health, Dental and Vision Plans.
• HSA options.
• Various life insurance options.
• Supplemental insurance plans.
• 401K with company match.
• Paid time off.