Billing Client Support Specialist

Apex Acquisition; United States; On-site; USD 70,000 - 100,000; Full time

Job summary

Apex Acquisition is a fast-growing marketing and sales consultancy serving wealth management and financial advisory clients. You will own the client billing experience, ensuring invoices align with contracts and payments are collected on time.

You’ll work with Client Success, Sales, and leadership to resolve issues, process refunds and disputes, and maintain accurate billing records. This role requires attention to detail, strong communication, and ownership.

Qualifications

• Experience in client billing, accounts receivable, collections, or payment operations.
• Experience managing chargebacks and processor dispute responses.
• Experience with recurring billing, renewals, and custom payment arrangements.

Responsibilities

• Manage client billing inquiries and resolve failed payments.
• Own billing schedules across accounts including fees, spend, renewals.
• Review contracts to maintain accurate payment calendars.
• Track payments, follow up on overdue balances, and document activity.
• Securely manage payment authorizations and refunds when approved.
• Handle refunds, chargebacks, and disputes through processors.
• Coordinate renewal billing and ensure payments complete before relaunch.
• Maintain accurate billing trackers and financial records.
• Escalate issues to leadership as needed.

Skills

Billing & AR experience

Payment operations

Chargebacks & disputes

Contract interpretation

Cross-functional collaboration

Tools

Payment processors

CRM

Billing systems

Spreadsheets

Job description

Apex Acquisition is the fastest-growing marketing and sales consultancy serving the wealth management and financial advisory space. Fueled by inbound demand and aggressive execution, we’re building a category-defining company, and we’re just getting started.

Why This Role Exists

You own the client billing experience, from accurate payment schedules to collected payments and resolved billing issues. Your mission is to ensure every client is billed according to their contract, payments are collected on time, and clients receive clear, professional support whenever a billing question arises.

As the primary point of contact for client billing and collections, you work directly with clients, payment processors, Client Success, Sales, and leadership. This role is ideal for someone who combines financial accuracy with strong communication, sound judgment, and consistent follow-through. You take ownership of each issue and see it through to resolution.

What You'll Do

• Handle client billing inquiries and failed payments via phone and email.
• Own client billing and payment processing across active accounts, including program fees, advertising spend, renewals, installments, and additional fees.
• Review contracts and maintain accurate payment schedules based on agreed-upon amounts, due dates, and terms, including approved custom arrangements and non-standard billing structures.
• Track upcoming, due, overdue, and outstanding payments; proactively follow up on failed or overdue payments and document collection activity.
• Collect and maintain billing authorizations and payment information securely through approved systems.
• Troubleshooting declined payments, card issues, processor restrictions, and other payment failures.
• Support clients with billing questions, balances, payment schedules, and discrepancies, and provide invoices and payment documentation when requested.
• Process approved refunds and ensure they are documented accurately.
• Manage chargebacks and payment disputes from initial notification through resolution, gathering supporting documentation and coordinating timely responses with payment processors.
• Track dispute outcomes, determine whether payments need to be recollected based on the contract and dispute resolution, and coordinate appropriate follow-up.
• Coordinate renewal billing, including upfront payments and future payment schedules, and confirm required payments are complete before accounts are relaunched or extended.
• Reconcile contracts, payment records, and internal account information; resolve discrepancies and maintain accurate billing trackers and financial records.
• Keep Client Success, Sales, and leadership informed of payment status and account issues, and serve as the primary internal resource for billing and collections.
• Handle billing escalations within established authority, obtain leadership approval when required, and follow up on accounts that are not meeting contractual payment obligations.
• Assisting with the creation and review of client contracts

What Success Looks Like

• Accurate billing and payment schedules that consistently reflect client contracts and approved changes.
• Timely payment collection and proactive, documented follow-up on failed or overdue payments.
• Billing questions and discrepancies resolved promptly, with clear communication and next steps for clients.
• Refunds and disputes handled accurately, with complete documentation and processor deadlines met.
• Required renewal payments confirmed before accounts are relaunched or extended.
• Reliable financial records and clear account updates that Client Success, Sales, and leadership can act on.
• Sensitive payment information handled securely and exceptions escalated before unauthorized commitments are made.

You're a Great Fit If You:

• Have experience in client billing, accounts receivable, collections, payment operations, or a closely related role.
• Have experience managing chargebacks, payment disputes, and supporting documentation for processor responses.
• Have experience with recurring billing, renewals, and custom payment arrangements.
• Have experience supporting clients in marketing agencies, coaching organizations, or other service-based businesses.
• Have experience coordinating billing matters across Sales, Client Success, and finance or operations teams.Understand invoicing, installment plans, payment schedules, and account reconciliation.
• Can interpret contractual billing terms and translate them into accurate charges and payment schedules.
• Have experience using payment processors and resolving failed transactions or billing discrepancies.
• Communicate clearly and confidently, including during sensitive conversations about overdue balances or payment disputes.
• Pay close attention to details and maintain accurate, organized financial records.
• Take ownership of your work and manage multiple accounts, deadlines, and follow-ups without constant supervision.
• Are comfortable using spreadsheets, CRMs, and billing systems, and learning new tools.
• Exercise sound judgment, protect confidential information, and recognize when an issue requires
• leadership approval.

Why Join Us

• Take ownership of a function that directly supports client trust, payment collection, and reliable operations.
• Work closely with Client Success, Sales, and leadership to resolve issues and improve the client experience.
• Make a visible contribution through accurate work, clear communication, and dependable follow-through.