Billing Specialist

VC3, Inc.; Canada; Remote; CAD 50,000 - 75,000; Full time

Job summary

VC3, Inc. is seeking a Billing Specialist to efficiently prepare and process invoices, manage billing schedules, and resolve discrepancies while maintaining communication with clients. This role offers opportunities for career growth within a supportive and collaborative work environment, emphasizing attention to detail and strong organizational skills.

Benefits

Comprehensive benefit package

401K/RRSP company matching

Qualifications

• Strong numerical skills essential for calculations and account reconciliation.
• Proficiency in billing software and systems important for generating invoices.
• Familiarity with contract terminology for accurate invoicing.

Responsibilities

• Prepare and process client invoices based on contractual agreements.
• Manage billing schedules and ensure timely payments.
• Resolve billing discrepancies with clients and update billing records.

Skills

Attention to Detail

Numerical Aptitude

Analytical Thinking

Communication Skills

Organization and Time Management

Problem-Solving

Knowledge of Billing Systems

Customer Service

Job description

Billing Specialist

Department: Finance

Employment Type: Full Time

Location: Canada - Remote

Description

The Billing Specialist is responsible for accurately preparing and processing invoices for clients based on contractual agreements. This role involves ensuring timely billing, resolving billing discrepancies, maintaining billing records and agreements, and providing support to internal and external clients. The Billing Specialist plays a critical role in ensuring accurate and efficient billing processes.

Our People:
Our team members are collaborative, positive, and dedicated to mutual success. Transparency isn't just a buzzword here; it's a commitment to open communication, ensuring every voice is heard and valued. Guided by our core values — Passionately Curious, Own It, Go Beyond, and Serve as One — we’re here to create something extraordinary together.

Our Core Focus:
Our team members play a pivotal role in our focus: Serving those who serve with technologies for today and tomorrow that make life safe and simple. With nearly 30 years of specialized expertise, our team goes beyond conventional boundaries, delivering tailored managed services and cybersecurity solutions to our clients.

Your Growth:
We are a growth minded organization that prioritizes development, offering numerous opportunities for career advancement. Rooted in our core value of being Passionately Curious, VC3 offers a dynamic learning environment, emphasizing hands-on experiences and formal development programs that celebrate continuous learning to propel your career forward.

Key Responsibilities

• Understand and follow “The VC3 Way”. This is our set of standards and processes that produce a predictable result for the client. You must be aware of and maintain our standards.
• Reviewing contracts: Review contractual agreements to understand the billing terms, payment schedules, and invoicing requirements.
• Creating and sending invoices: Create and send invoices to customers according to the billing terms outlined in the contractual agreements. Ensure that the invoices are accurate, timely, and comply with accounting standards and regulations. These invoices may also expand to ancillary charges that are outside the scope of the signed contract. (i.e., work done on a T&M basis or Hardware/Software resales)
• Managing billing schedules: Manage billing schedules for contractual agreements, ensuring that invoices are sent on time and that payments are received according to the payment schedules outlined in the contracts.
• Resolving billing discrepancies: Resolve billing discrepancies or disputes with customers, working with internal teams and external stakeholders to resolve issues and ensure that payments are received on time. Note: this does not include researching and answering invoicing questions about particulars on an invoicing item.
• Updating billing records: Maintain accurate billing records for contractual agreements, including invoices, payments received, and any changes to the billing terms or schedules.
• Supporting financial reporting: Assist in financial reporting activities, including preparing reports and analyses related to contractual billing and revenue recognition.

Additional Responsibilities:

• Maintain accurate and real time timesheets,
• Receive mentoring and feedback from peers and others.
• Where appropriate, escalate complicated issues to a more senior resource or other appropriate teams.
• Actively Participate in Team Huddles, L10 Meetings, One on One Meetings, and any other Team Meetings
• Attend training & team meetings as required.
• Ensure work aligns with VC3 standards.
• Assist VC3 team members as required.
• Maintain constant and clear communication with clients and colleagues.
• Collaborate with all VC3 departments to maximize client satisfaction.
• Continuously provide feedback to help improve processes and procedures to provide superior service.
• Provide or facilitate timely responses and guidance to client requests.
• Maintain documentation, processes, and standards through the change management processes.
• Maintain an in-depth knowledge of the products and services that are offered
• Additional duties as required

Skills, Knowledge and Expertise

• Attention to Detail: billing involves handling various details, such as contract terms, pricing, and payment schedules.
• Numerical Aptitude: Strong numerical skills are essential for performing calculations, reconciling accounts, and managing financial data accurately. Proficiency in basic math and familiarity with accounting principles is beneficial.
• Analytical Thinking: Need to analyze and interpret complex contractual terms and conditions, ensuring that billing accurately reflects the agreed-upon terms.
• Knowledge of Billing Systems: Proficiency in using billing software and systems is important for efficiently generating invoices, tracking payments, and managing customer accounts. Familiarity with popular accounting software and billing platforms is advantageous.
• Communication Skills: Effective communication is essential when interacting with clients, internal teams, and stakeholders.
• Organization and Time Management:. Strong organizational skills and the ability to prioritize tasks help in managing workload effectively and meeting deadlines.
• Problem-Solving: Should be skilled in problem-solving, using critical thinking to identify root causes, propose solutions, and prevent future issues.
• Knowledge of Contract Terms: Familiarity with contract terminology, billing terms, and pricing structures is important for accurate invoicing.
• Customer Service: Strong customer service skills, including empathy, professionalism, and effective communication, contribute to positive client experiences and satisfaction.

Additional information you will want to know:

• Applicant selected may be subject to a criminal and department of motor vehicles background checks and must meet Criminal Justice Information Systems (CJIS) requirements post-employment.
• VC3 offers a comprehensive benefit package and 401K/RRSP company matching

Thank you for your interest in VC3. We appreciate all applications; however, only those candidates selected for an interview will be contacted.