Billing & Accounting Coordinator

Aleron; Melbourne (FL); On-site; USD 20,000 - 29,000; Full time

Job summary

Acara Solutions in Melbourne, FL is seeking a Billing & Accounting Coordinator to manage daily billing, AR/AP, and customer service. You will coordinate billing for multiple labs and vendors, ensure accuracy in QuickBooks and Claritysoft, and support the finance team in resolving discrepancies.

This is a direct placement, full-time role with a 40-hour week at $18.00 per hour, offering a collaborative, detail-oriented work environment where integrity and timely communication are essential.

Qualifications

• 2+ years of Excel experience with formulas and lookup functions.
• 2+ years of QuickBooks Desktop experience.
• Experience with Claritysoft or a similar CRM.
• High school diploma or GED.
• Strong organizational and multitasking abilities.

Responsibilities

• Perform daily billing activities and ensure accuracy and timeliness.
• Process monthly billing for AIS, IMT, eScreen, CRL, Omega, and others.
• Monitor pricing exceptions and resolve outstanding items by month end.
• Post transactions and payments in QuickBooks and CRM.
• Coordinate accounts payable and vendor payments.
• Provide professional customer service by phone and email.

Skills

Excel

Attention to detail

Customer service

Education

High School Diploma or GED

Tools

QuickBooks Desktop

Claritysoft CRM

Job description

Job Title: Billing & Accounting Coordinator

Location: Melbourne, FL

Employment Type: Direct Placement

Industry: Retail Office Equipment

Compensation: $18.00/hr.

Schedule: 40 hours/week

About the Opportunity:

• The Billing & Accounting Coordinator is responsible for performing and coordinating key billing, accounts receivable, accounts payable, customer service, and other operational functions.
• This position works directly with billing customers to respond to inquiries, resolve account and payment issues, and provide timely, accurate, and professional customer service.
• This position has no supervisory responsibilities.

Why You'll Love Working Here:

• Supportive, team-driven culture that values collaboration, transparency, and accountability.
• Opportunity to grow your career with a global workforce solutions leader serving multiple industries.
• People-first environment that encourages employees to bring their authentic selves to work.
• Strong focus on partnership, innovation, and delivering meaningful results for clients and candidates.

Why This Opportunity is Exciting:

• This role offers the chance to join a company that prioritizes both people and performance-where your contributions directly impact client success while giving you room to grow and develop professionally.

About Acara Solutions

• Acara is a premier recruiting and workforce solutions provider-we help companies compete for talent. With a legacy of experience in various industries worldwide, we partner with clients, listen to their needs, and customize visionary talent solutions that drive desired business outcomes. We leverage decades of experience to deliver contingent staffing, direct placement, executive search, and workforce services worldwide.

What You'll Do:

• Perform daily billing activities and ensure assigned billing responsibilities are completed accurately and timely.
• Accurately process monthly billing for AIS, IMT, eScreen, CRL, Omega, and other laboratories or vendors needing special billing.
• Monitor and resolve Incomplete Pricing exceptions and ensure outstanding items are completed by the end of each month.
• Verify that all necessary billing information is accurately entered and maintained in QuickBooks and the CRM.
• Post transactions and customer payments into QuickBooks and process credit card payments.
• Research and resolve customer payment and billing discrepancies.
• Communicate with customers regarding delinquent accounts and follow established collection procedures and schedules.
• Ensure QuickBooks, CRM, Pulse, and other applicable systems are updated to accurately reflect account activity.
• Maintain accurate Accounts Receivable records and follow established procedures for customer balances, payments, credits, and account adjustments.
• Complete Claritysoft activities assigned to Billing, including documenting customer discussions and communications.
• Provide professional and responsive customer service to the billing customers by phone and email.
• Respond to billing inquiries, payment questions, account requests, and billing discrepancies in a timely, friendly, and helpful manner.
• Research customer concerns and provide accurate information and appropriate resolutions.
• Document customer communications and account activity in Claritysoft and other applicable systems.
• Identify issues needing escalation and promptly communicate significant or unusual matters to management.
• Assist with inbound sales inquiries, order processing, and account setup as needed.
• Review vendor and laboratory invoices for accuracy, including verification of contracted pricing, services, quantities, and applicable fees prior to payment.
• Enter approved vendor and laboratory bills into QuickBooks promptly and accurately after review and verification.
• Process accounts payable and vendor payments accurately and timely in accordance with established procedures.
• Ensure a current W-9 is on file for applicable vendors prior to disbursing payment.
• Research and resolve vendor invoice, pricing, payment, and account discrepancies, and communicate with vendors or facilities as needed.
• Maintain accurate Accounts Payable records and supporting documentation in QuickBooks and applicable systems.
• Match banking transactions in bank feeds and ensure transactions are posted to the correct account and item.
• Prepare bank deposits and accurately process deposits through the bank's OnePass portal.
• Process eBiz, merchant processing, Stripe, and other applicable payment transactions accurately and efficiently and resolve discrepancies.
• Process incoming mail in a timely and accurate manner, including customer payments and billing-related correspondence.
• Coordinate collection-site vendor payments and resolve pricing and invoice discrepancies.
• Maintain and update collection-site information in applicable software systems and portals.
• Process and maintain information related to onsite collections, authorizations, and collection-site protocols.
• Handle escalated collection-site billing and payment issues.
• Work directly with collection facilities to research and resolve invoice and payment discrepancies.
• Identify billing processes or areas needing improvement, clarification, or additional training and bring recommendations to management.
• Keep abreast of customer changes, regulatory changes, billing requirements, and Standard Operating Procedure updates.
• Maintain Billing Department Standard Operating Procedures, including written procedures and instructional videos, as assigned.
• Maintain a working knowledge of Department of Transportation regulations under 49 CFR Part 40 and other regulations applicable to DOT drug and alcohol testing.
• Maintain and protect the confidentiality of all NDS and client information.
• Keep the Vice President of Operations fully informed of significant problems or unusual matters and recommend appropriate courses of action.
• Complete special projects and other duties assigned by management.

Job Requirements

What You'll Bring:

• High School Diploma or GED.
• 2+ years of Excel experience in formulas and lookup functions such as VLOOKUP/XLOOKUP.
• 2+ years of experience with QuickBooks Desktop.

What Sets You Apart:

• The Billing & Accounting Coordinator must be highly organized, detail-oriented, and able to manage multiple priorities while working independently and as part of a team.
• Accuracy, follow-through, problem-solving skills, and the ability to maintain confidentiality are essential to this position.
• Strong customer service skills and phone presence.
• Excellent verbal and written communication skills, including strong listening skills.
• Typing/data-entry speed of at least 45 WPM with 95% accuracy.
• Strong attention to detail and commitment to accuracy.
• Ability to research discrepancies, solve problems, prioritize responsibilities, and manage time effectively.
• Ability to work independently with minimal oversight while maintaining data integrity and efficiency.
• Ability to learn and utilize multiple software platforms and work using multiple screens.
• Proficiency in Windows and Microsoft Office.
• Experience with Claritysoft or a similar CRM.
• Customer/client focus, results-driven approach, ethical conduct, flexibility, sound decision-making, and project-management skills.
• Ability to work independently and within a team on special nonrecurring and ongoing projects.
• General computer skills.

Additional Information:

• Upon offer of employment, the individual will be subject to a background check.
• This position operates in a professional office environment.
• This role routinely uses standard office equipment, including computers, multiple display screens, phones, photocopiers, filing cabinets, and fax machines.
• A background check is necessary because this position has access to confidential company financial and banking information.
• Overtime may occasionally be needed depending on workload and business needs.
• While performing the duties of this job, the employee is regularly needed to talk and hear.
• This primarily sedentary role needs long periods of sitting and working at a computer, but may also need standing, walking, bending, kneeling, stooping, and crouching.
• The position may occasionally need lifting or moving up to 25 pounds.
• Specific vision abilities include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Aleron companies (Acara Solutions, Aleron Shared Resources, Broadleaf Results, Lume Strategies, TalentRise, Viaduct) are an Equal Opportunity Employer. Race/Color/Gender/Religion/National Origin/Disability/Veteran.

Applicants for this position must be legally authorized to work in the United States. This position does not meet the employment requirements for individuals with F-1 OPT STEM work authorization status.