Billing Specialist - St. Petersburg - Plasma-Therm

    Plasma-Therm
    Plasma-Therm St. Petersburg

    6 days ago

    Description

    Job Type
    Full-time
    Description
    The Billing Specialist is responsible for the accurate and timely invoicing of customer orders in a manufacturing environment. This role ensures invoices align with sales orders, shipping documentation, pricing agreements, and contractual terms. The Billing Specialist plays a critical role in the order-to-cash process, supporting revenue accuracy, cash flow, and customer satisfaction while maintaining compliance with internal controls and audit requirements.
    Key Responsibilities

    • Billing & Invoicing
    • Prepare and issue customer invoices based on:
    • Sales orders
    • Shipping documents (BOLs, packing slips, proof of delivery)
    • Customer contracts and pricing agreements
    Ensure invoices reflect:
    • Correct pricing, discounts, and surcharges
    • Freight terms (FOB shipping point/destination, prepaid vs. collect)
    • Applicable taxes and fees
    • Process partial shipments, backorders, and split invoices accurately
    • Manage progress or milestone billing for custom products or capital equipment, as applicable
    Cross-Functional Coordination
    • Partner with Sales to validate pricing, credits, and contract terms
    • Work closely with Shipping and Logistics to resolve shipment discrepancies
    • Coordinate with Production and Planning on shipment timing and order status
    • Collaborate with Accounting and Accounts Receivable to ensure accurate revenue recognition and timely collections
    Dispute Resolution & Customer Support
    Investigate and resolve:
    • Billing discrepancies
    • Short pays and chargebacks
    • Freight and pricing disputes
    • Respond to customer billing inquiries professionally and promptly
    • Maintain documentation to support dispute resolution and audit trails
    Month-End Close & Compliance
    Support month-end close by:
    • Reconciling shipped-but-not-billed orders
    • Identifying billing accruals and deferrals
    • Maintain accurate and organized billing records in accordance with internal controls
    • Ensure compliance with company policies, accounting standards, and audit requirements (SOX, where applicable)
    Systems & Reporting
    • Enter and maintain billing transactions in the ERP system (e.g., NetSuite, SAP, Epicor, Oracle, Infor)
    • Support EDI billing requirements for key customers
    • Utilize Excel for reconciliations, pricing audits, and reporting
    • Identify opportunities to improve billing accuracy, efficiency, and process controls
    Requirements
    Required
    • Associate's degree in Accounting, Finance, Business, or related field (or equivalent experience)
    • 2+ years of billing experience in a manufacturing or distribution environment
    • Experience with ERP systems and order-to-cash workflows
    • Strong attention to detail and accuracy
    • Ability to manage multiple priorities and recurring deadlines
    Preferred
    Experience with:
    • "Letter of Credit" (LOC) strongly preferred
    • EDI customers
    • Contract-based or milestone billing
    • Freight and logistics billing
    • Strong Excel skills (lookups, reconciliations, pivots)
    • Familiarity with revenue recognition principles
    Key Competencies
    • Detail-oriented and process-driven
    • Strong written and verbal communication
    • Cross-functional collaboration
    • Problem-solving and root-cause analysis
    • Professional handling of sensitive financial information
    Why This Role Matters
    This position is critical to ensuring:
    • Accurate revenue recognition
    • Timely cash flow
    • Customer trust and satisfaction
    • Audit readiness and compliance

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Billing specialist