Billing Specialist

• The Billing Specialist is responsible for the accurate processing and recording of vendor bills and the preparation and encoding of payment requests for approved billings.
• Ensure that all vendor invoices and payment requests are properly documented, verified, and processed in accordance with company policies, internal controls, and accounting procedures.
• Coordinate with internal departments to ensure completeness of supporting documents and timely settlement of company obligations.

KEY DUTIES & RESPONSIBILITIES

• Receive, review, and validate invoices and billing statements for service-related transactions prior to processing.
• Verify invoice details including quantities, pricing, purchase order numbers, and payment terms.
• Match and verify vendor invoices against supporting documents such as Billing Statements, Service Completion Reports, and departmental reports or analyses to ensure accuracy and completeness.
• Ensure that vendor bills are properly approved and within budget prior to encoding in the accounting system.
• Validate billing information against approved procurement or service documents.
• Coordinate with requesting departments, Purchasing, or Operations to resolve discrepancies or incomplete documentation.
• Maintain organized and systematic filing of billing and payment request documents for reference and audit purposes.

• Prepare and encode Payment Requests (PR) for approved vendor billings in accordance with company procedures.
• Ensure payment requests are supported by complete documentation including invoices, and other required attachments.
• Verify accuracy of billing amounts and payment details prior to submission for approval.
• Monitor the status of submitted payment requests and follow up approvals when necessary.

• Assist in monitoring outstanding vendor bills and their respective payment schedules.
• Coordinate with the Accounts Payable or Treasury team to ensure timely processing of payments.
• Assist in reconciling vendor statements with recorded vendor bills and payment requests.

• Coordinate with vendors regarding billing discrepancies or documentation requirements when necessary.
• Work closely with internal departments to ensure timely submission and processing of billing documents.
• Collaborate with the Treasury team to schedule vendor payments and maintain consistent communication with vendors regarding payment timelines and commitments.
• Provide updates regarding the status of payment requests when required.

• Perform other duties and responsibilities as may be assigned by the Accounting Manager, VP for Finance and Resources, or Management.