Billing and Collections Clerk

Job Responsibility:

Reports to: Accounting Manager

Works Daily with: Accounting Manager, Senior Bookkeeper and Collections Officer, Service Department and external clients.

The Position Background: Our Billing and Collections Clerk is an integral part of our operation. They are aligned with who we are and where we are going as a company: Our Core Values of Communication, Learning, Engagement, Accountability and Respect are integral to the daily language, attitude, and behaviour of our Billing and Collections Clerk.

The Billing and Collections Clerk's Role: This detail-oriented position is focused on 4 key functions: Billing and Invoicing, Account Management, Collections and Administrative This role ensures accurate and timely billing, resolves discrepancies, and provides excellent customer service regarding account inquiries. The ideal candidate is organized, proactive, and comfortable working in a fast-paced environment. The Role of our Bookkeeper and Collections Officer is also to support the Mission and Vision of the company and support the successful pursuit of overarching company goals.

Responsibilities:

Billing & Invoicing

• Process invoices accurately and efficiently to meet billing and collection deadlines.
• Perform daily invoicing across all service departments.
• Confirm invoicing for billable services are accurate to the customer's profile. Any misaligned invoicing should be reported and corrected to ensure annual billing statements are correct.
• Mail monthly statements to clients not enrolled in paperless invoicing.

Account Management

• Confirm Management authorization of credit notes, and process routine payments and other account transactions.
• Investigate and resolve billing discrepancies or misapplied cash transactions.
• Update payment information and maintain accurate customer profiles.

Collections

• Respond to customer inquiries regarding invoices, account balances, and payment policies.
• Research and analyze delinquent accounts, working with the Senior Bookkeeper and Collections Officer to develop resolution strategies.
• Address customer concerns regarding billing and ensure timely communication on account status.

Administrative Support

• Assist with filing and scanning as needed.
• Provide account-related information, including service dates, outstanding balances, and upcoming appointments.

Employees in this role will receive cross-departmental training to enhance their understanding of company operations and improve collaboration across teams. Support will be provided to ensure a smooth transition into additional responsibilities as needed. This position may also require employees to take on additional duties outside of the outlined responsibilities to support business needs and contribute to overall team success.

The Results We See from A Great Billing and Collections Clerk:

Billing & Invoicing Efficiency

• Accurate & Timely Invoicing - Invoices are processed daily with minimal errors, ensuring clients receive clear and prompt billing.
• Smooth Cash Flow - On-time billing and payment processing contribute to steady revenue collection.
• Reduced Billing Discrepancies - Fewer errors and disputes lead to quicker resolutions and increased customer satisfaction.

Effective Account Management

• Minimal Payment Delays - Routine payments, credits, and transactions are authorized efficiently, reducing outstanding balances.
• Well-Maintained Customer Accounts - Payment information and profiles are regularly updated, ensuring accuracy and easy access to account details.
• Lower Delinquent Account Rates - Proactive account monitoring and collaboration with the Collections Officer lead to improved on-time payments.

Collections

• Faster Issue Resolution - Clients receive timely responses to invoice questions, payment inquiries, and account concerns.
• Improved Customer Trust - Transparent communication about billing, service dates, and balances builds strong client relationships.
• Reduced Customer Complaints - Proactive handling of inquiries and disputes results in a smoother customer experience.

Strong Administrative Support

• Well-Organized Documentation - Filing, scanning, and maintaining accurate records streamline operations and enhance efficiency.
• Seamless Account Tracking - Easy access to service history, invoices, and balances improves internal coordination across departments.
• Increased Team Efficiency - Support for Senior Bookkeeper and Collections Officer ensures smooth financial operations.

The Qualifications:

• Previous experience in billing, invoicing, or accounts receivable .
• Strong attention to detail and accuracy in financial transactions.
• Proficiency in accounting software (NetSuite/NextService) and Microsoft Office Suite (Excel, Outlook, Word) .
• Excellent problem-solving and investigative skills for resolving billing discrepancies.
• Strong communication and customer service
• Ability to work both independently and collaboratively in a fast-paced environment.
• Experience working with collections or delinquent accounts .
• Knowledge of service-based business billing practices .
• Experience working in a Fast-paced environment requiring multitasking and deadline management .

Work Schedule

• This is a full-time seasonal position, 5 days per week with an expected 40 hours worked per week.
• Office hours are 8:30am-5:00pm
• The successful candidate will be expected to work in office.
• Seasonal Duration: March to December

Experience

• 1 year(s): Collections
• 2 year(s): Invoicing

Skills

• Problem Solving
• Communication
• Attention to Detail

Behaviors

• Team Player: Works well as a member of a group
• Detail Oriented: Capable of carrying out a given task with all details necessary to get the task done well