Client Invoicing Coordinator

Black Box; Bengaluru; On-site; INR 420,000 - 600,000; Full time

Job summary

Black Box is seeking an Invoice Specialist in Bengaluru to handle daily processing and submission of invoices, ensuring accuracy and complete backup data. You will support month-end close and verify unbilled ERP reports while collaborating with SDO, CSR and Dispatch to ensure billing accuracy.

The role requires a Bachelor’s degree and 2+ years in client invoicing, preferably in Technology Services or MSP, with proficiency in MS Office and ERP systems.

Qualifications

• Bachelor’s Degree or equivalent from an accredited institution required.
• 2+ years of Client Invoicing experience. Technology Services or MSP industry experience preferred.
• Proficient in MS Office (Word, Excel, PowerPoint), Outlook, SharePoint, and ERP systems.

Responsibilities

• Process and submit invoices daily.
• Verify invoices for address, coding, quotes and backup information.
• Assist month-end tasks for closing process.
• Verify and examine unbilled reports from ERP.
• Work cross-functionally with SDO, CSR and Dispatch to ensure billing accuracy.
• Follow up on outstanding invoicing issues to meet deadlines and minimize risk.
• Handle proofs of deliveries and invoicing based on received material.
• Collaborate with Sales, SDO, FSO, or PMO to obtain missing proof of delivery documents.
• Maintain various billing reports.
• Create advance/manual invoices as requested by Sales or customers.
• Respond to employee and customer emails.
• Follow up with vendors to obtain vendor invoices.
• Obtain information/docs for open orders and to invoice those orders.
• Review orders needing additional follow-up and research disputes.

Skills

MS Excel

Accounting software

Prioritization

Communication

Multitasking

Education

Bachelor’s degree

Tools

Solomon ERP

PeopleSoft ERP

Job description

• Processing and submitting invoices on a daily basis.
• Examine customer invoices prior to being sent for accuracy by checking the address, coding and quote numbers as well as confirming that all backup information is present and correct.
• Assist the Client Invoicing Analyst with month end tasks assigned to help with the closing process.
• Verify and examine unbilled reports from respective ERP.
• Work cross-functionally within the SDO, Customer Service Representative and Dispatch Teams to ensure billing accuracy.
• Follow up on outstanding invoicing issues for resolution to meet internal and external deadlines and to minimize business and legal risk.
• Impeccable attention to detail and strong organizational skills.
• Handling proof of deliveries and invoicing based on what has been received.
• Partner with Sales Team, SDO, FSO, or PMO to obtain missing proof of delivery documents.
• Creating advance/manual invoices as requested by the Sales Team or customer.
• Responding to employee and customer emails.
• Following up with vendors to obtain vendor invoices.
• Obtain necessary information/documents for open orders and obtain documents needed to invoice these orders.
• Reviewing and identifying orders that require additional follow-up.
• Research customer invoice disputes.
• Prepare invoice credits as necessary.
• Close tickets as necessary according to customer maintenance agreements.
• Ensures documentation is maintained and properly stored.
• Responds to general customer, vendor and Team Member questions as they relate to invoicing transactions.
• Performs general analysis and provides current and historical information as requested.
• Informs or escalates problems/issues to appropriate source for timely resolution.

Job Description

Primary Roles & Responsibilities

• Processing and submitting invoices on a daily basis.
• Examine customer invoices prior to being sent for accuracy by checking the address, coding and quote numbers as well as confirming that all backup information is present and correct.
• Assist the Client Invoicing Analyst with month end tasks assigned to help with the closing process.
• Verify and examine unbilled reports from respective ERP.
• Work cross-functionally within the SDO, Customer Service Representative and Dispatch Teams to ensure billing accuracy.
• Follow up on outstanding invoicing issues for resolution to meet internal and external deadlines and to minimize business and legal risk.
• Impeccable attention to detail and strong organizational skills.
• Handling proof of deliveries and invoicing based on what has been received.
• Partner with Sales Team, SDO, FSO, or PMO to obtain missing proof of delivery documents.
• Maintaining various billing reports.
• Creating advance/manual invoices as requested by the Sales Team or customer.
• Responding to employee and customer emails.
• Following up with vendors to obtain vendor invoices.
• Obtain necessary information/documents for open orders and obtain documents needed to invoice these orders.
• Reviewing and identifying orders that require additional follow-up.
• Research customer invoice disputes.
• Prepare invoice credits as necessary.
• Close tickets as necessary according to customer maintenance agreements.
• Ensures documentation is maintained and properly stored.
• Responds to general customer, vendor and Team Member questions as they relate to invoicing transactions.
• Performs general analysis and provides current and historical information as requested.
• Informs or escalates problems/issues to appropriate source for timely resolution.

Knowledge, Skills, Abilities

• Proficiency with MS Office Suite, especially Excel.
• Proficiency with Accounting Systems Software.
• Ability to prioritize and multitask.
• Strong written and oral communication skills.
• Self-motivation and a desire to succeed.

Education/Experience Requirements

• Bachelor’s Degree or equivalent from an accredited institution required.
• 2+ years of Client Invoicing experience. Technology Services or Managed Service Provider industry experience preferred.
• Demonstrates considerable ability in managing multiple activities; excelling within a fast-paced, evolving environment that emphasizes working effectively within tight deadlines.
• Ability to work effectively across all functional groups to optimize product & service offerings, fostering a seamless internal and external client experience and track record of timely and accurate issue resolution.
• Proficient in MS Office (Word, Excel, PowerPoint), Outlook, SharePoint, and ERP such as Solomon or PeopleSoft.

Supervisory Responsibility

This position has no direct reports.

This role requires the candidate to work mandatory night shifts (6 PM to 3 AM IST).

The candidate must work 5 days a week from the office.

Black Box is a leading technology solutions provider. Our mission is to accelerate our customers’ business by valuing relationships with our team members, clients and stakeholders. By continuously growing our knowledge, we remain relevant in the market and are in a superior position to help customers design, deploy and manage their IT infrastructure. Through our values, such as innovation, ownership, transparency, respect and open-mindedness, we deliver high-value products and services through our global presence and 2,500+ team members in 24 countries and growing. Black Box is a wholly-owned subsidiary of AGC Networks.

Black Box is an equal opportunity employer. Black Box does not discriminate against individuals on the basis of race, color, marital status, sex, sexual orientation, gender identity, religion, national origin, age, disability, veteran status, genetic information, or any other protected status, and endorses those policies and practices which seek to recruit, hire, train and promote the most qualified persons into available jobs.

Same Posting Description for Internal and External Candidates