Billing & Collections Specialist

Job description

**This position is listed on behalf of a partner company, which manages all applications and next steps. Our partner is looking for a Billing & Collections Specialist based in the United States.** We are seeking a detail-oriented and proactive Billing & Collections Specialist to manage the billing-to-cash cycle across a portfolio of customer accounts. In this role, you will play an essential part in maintaining healthy cash flow by ensuring accurate invoicing, timely payment processing, and effective collection of outstanding balances. You will oversee accounts receivable activities, investigate billing discrepancies, and work directly with customers to resolve payment issues while maintaining positive business relationships. Collaborating closely with Sales, Customer Success, Support, and Finance teams, you will help streamline financial operations and improve collection efficiency. You will also contribute to month-end closing activities, monitor account risks, and identify opportunities to improve billing and collections processes. This is an excellent opportunity to join a globally connected, remote-first organization where autonomy, collaboration, and meaningful impact are highly valued. ### Accountabilities: - Review and process all approved sales orders in NetSuite, ensuring invoices are accurate, complete, and issued within established deadlines. - Manage accounts receivable activities across an assigned portfolio of customer accounts, ensuring efficient billing and collection operations. - Apply incoming customer payments accurately and promptly, maintaining up-to-date financial records. - Investigate and resolve billing discrepancies, payment shortfalls, disputed invoices, and unapplied cash in collaboration with relevant internal teams. - Contact customers by phone and email to follow up on overdue invoices, request outstanding payments, and secure clear payment commitments. - Take ownership of past-due accounts from initial follow-up through resolution or escalation, ensuring consistent communication and timely action. - Review accounts receivable aging reports daily to prioritize collection activities based on outstanding balances, payment delays, and potential financial risks. - Maintain comprehensive documentation of collection efforts, customer interactions, payment arrangements, and account updates within the accounts receivable ticketing system. - Identify high-risk accounts, including customers approaching suspension thresholds under established collection policies, and escalate them to the Billing & Collections Manager with clear recommendations. - Support month-end financial closing activities by reconciling accounts receivable aging reports against the general ledger trial balance. - Identify and resolve invoicing delivery issues by locating appropriate customer billing contacts and coordinating with Sales and Customer Success teams. - Investigate recurring billing and collection challenges, identify their root causes, and recommend improvements to prevent future issues. - Collaborate with Finance, Sales, Customer Success, and Support to maintain strong customer relationships while ensuring timely payment collection. - Assist with additional financial administration tasks, operational projects, and other responsibilities assigned by the Billing & Collections Manager or Global Controller. ### Requirements: - At least 3 years of professional experience in accounts receivable, billing, collections, or a related finance or accounting function. - Previous experience managing SaaS or subscription-based billing and collections processes. - Hands-on experience with ERP platforms such as NetSuite, Sage Intacct, or Microsoft Dynamics GP (Great Plains). - Proven ability to identify the root causes of recurring billing or collection issues and implement effective solutions. - Strong written and verbal communication skills, with the confidence to conduct firm, professional, and customer-friendly conversations regarding overdue payments. - Excellent attention to detail and numerical accuracy when processing invoices, reconciling payments, and maintaining financial records. - Intermediate Microsoft Excel skills, including experience with lookup functions and pivot tables. - Ability to manage a high volume of customer accounts, potentially hundreds per month, while maintaining accuracy and meeting deadlines. - Strong organizational and prioritization skills, with the ability to adapt to changing workloads and competing priorities. - Proactive problem-solving abilities and a strong sense of ownership when managing outstanding balances and customer accounts. - Ability to work independently while collaborating effectively with cross-functional teams. - High school diploma or equivalent qualification. - Previous experience using NetSuite is preferred. - Familiarity with Salesforce and customer account management workflows is an advantage. - Experience with collections automation platforms, digital payment portals, or accounts receivable workflow tools is desirable. - A customer-focused mindset, with the ability to balance effective collections practices and positive long-term business relationships. ### Benefits: - **Remote-first working environment:** Flexibility to work remotely from within the United States, supported by modern collaboration tools and a globally connected team. - **Competitive compensation:** Salary details are not specified in the original job posting. - **Flexible Paid Time Off (PTO):** A flexible vacation policy that allows employees to manage their schedules while maintaining a healthy work-life balance. - **Professional development:** Access to learning opportunities, tuition support, and resources to strengthen professional skills. - **Lifestyle reimbursements:** Financial support for eligible personal wellbeing and lifestyle expenses. - **Health and wellness initiatives:** Customized mindfulness and fitness programs designed to support physical and mental wellbeing. - **Career advancement:** Opportunities for internal mobility, leadership development, and career progression across different teams and departments. - **Global collaboration:** Work alongside colleagues across multiple countries, gaining exposure to diverse perspectives, expertise, and projects. - **Autonomy and ownership:** A work environment that encourages independent decision-making, creative problem-solving, and individual responsibility. - **Employee recognition:** A culture that values achievements and celebrates individual and team contributions. - **Meaningful impact:** Contribute to software solutions that support nonprofits, foundations, grantmakers, and community organizations in maximizing their social impact. - **Inclusive workplace:** Join a diverse and supportive team committed to equal opportunities, professional growth, and employee wellbeing. - **Collaborative culture:** Benefit from cross-functional teamwork and opportunities to learn from experienced professionals across the organization.