Billing Coordinator

VistaJet; London; On-site; GBP 30,000 - 40,000; Full time

Job summary

A leading company in business aviation seeks a Billing Coordinator to manage billing processes for Program clients. The role involves processing invoices, ensuring accuracy, and liaising with clients. Ideal candidates will have invoicing experience, attention to detail, and strong communication skills.

Qualifications

• Minimum 2 years’ experience in invoicing/billing functions.
• Experience with luxury brands or HNWI clients preferred.

Responsibilities

• Process flight invoices and issue monthly statements.
• Collaborate with sales team on non-standard invoices.
• Respond to member queries regarding invoices.

Skills

Attention to Detail

Analytical Commentary

Communication

Self-Motivation

Tools

Excel

SAP

Job description

Job Profile

Vista integrates a unique portfolio of companies offering asset-free services to cover all key aspects of business aviation: guaranteed and On Demand global flight coverage; aircraft leasing and finance; and cutting-edge aviation technology.

Our global team of Billing Coordinators is responsible for managing the end-to-end billing process for a dedicated group of Program clients.

VistaJet's signature Program membership offers customers a bespoke subscription of flight hours on its fleet of mid and long-range jets, to fly them anytime, anywhere.

Your Responsibilities

Responsible for a group of assigned Vista Program members. The role requires processing flight invoices correctly in line with contracted rates and conditions, issuing monthly flight statements on time, and liaising with clients on billing issues. There is an out-of-business-hours on-call service to support the business 24/7.

1. Review flight activity daily, produce accurate flight activity invoices aligned with individual contract terms, and report differences between estimated and actual billing values.
2. Review, calculate, and adjust flight-specific additional costs to member invoices.
3. Collaborate with the Program sales team to review and approve non-standard invoices prior to dispatch.
4. Ensure contract balances for cash and hours flown are maintained and accurate, reconciled against flight hours, payments, and invoices.
5. Generate and send flight activity statements to designated members.
6. Respond to member queries regarding invoices and work with Sales to resolve issues as needed.
7. Build and maintain relationships with members and their representatives to facilitate service excellence.
8. Attend internal and external meetings to discuss billing-related questions or queries when required.
9. Support the Accounts Receivable function to ensure timely receipt of payments.
10. Create reports on flying activity and other statistics as required by Program members or business partners.
11. Participate in on-call duties during weekends.

Perform any other tasks reasonably required in accordance with the instructions of the Reporting Manager.

Required Skills, Qualifications, and Experience

• Minimum 2 years’ experience in invoicing/billing functions.
• Superior attention to detail, intermediate Excel skills, and experience in client-focused analytical commentary.
• Prior experience with luxury brands or exposure to HNWI clients is highly beneficial and preferred.
• Strong self-motivation and understanding of variable levels of urgency.
• Ability to work effectively in a highly pressured, dynamic, entrepreneurial environment, and eagerness to engage as required by a growing business.
• Excellent verbal and written communication skills; experience in cross-functional collaboration is advantageous.
• Prior experience with SAP accounting software is beneficial.