Billing Coordinator

Martell Services Group Inc.; South Bend, Northern (IN, KY); Hybrid; USD 55,000 - 75,000; Full time

Job summary

Martell Services Group is seeking a Billing Coordinator to oversee accounts receivable for time and materials projects. You will coordinate invoicing approvals, prepare invoices and related documents, and ensure accurate revenue recording.

The role requires collaboration with project managers and client finance teams, handling third-party ERP invoicing, resolving discrepancies, generating AR reports, and maintaining orderly files.

Qualifications

• 3+ years accounting or accounts receivable experience.
• Strong interpersonal and written communication skills.
• Proficiency in Microsoft Office applications.
• Solid administrative skillset with office technology.

Responsibilities

• Prepare accurate invoices, waivers, and required documents in a timely manner.
• Coordinate with project teams to obtain invoicing information.
• Distribute invoices via mail or electronic systems; navigate third-party ERP systems.
• Maintain accurate paper and electronic files for invoices and statements.
• Generate AR reports for stakeholders and clients.
• Resolve invoice discrepancies in collaboration with the collections team.
• Build relationships with client finance teams to support revenue opportunities.

Skills

Microsoft Office

Accounts Receivable

Interpersonal communication

Administrative skills

Teamwork

Adaptability

Flexibility

Education

High School Diploma or GED

Tools

ERP systems

Construction/Service accounting systems

Job description

THE JOB DESCRIPTION:

The Billing Coordinator reports directly to the President. This position coordinates Accounts Receivable activity related to the handling of project time and material charges and requires significant attention to details skills, as well as the ability to calculate/process numbers, generate reports, find discrepancies, and revenue-generating opportunities.

WHAT YOU DO:

The duties and primary responsibilities below are intended to describe the general content and requirements of this job and are not intended to be an exhaustive statement of duties.

• Work with Accounting staff and Service/Project Managers to obtain invoicing approvals and to ensure accuracy of invoicing and revenue recording
• Coordinate with functional teams as needed to request information if missing for invoicing
• Accurately prepare Invoices, waivers and any other required documents in a timely manner.
• Distribute invoices via mail, email or electronically thru 3 rd party ERP systems as required by client.
• Ability to navigate third-party billing platforms
• Maintain accurate paper and electronic files for customer invoices and statements
• Manage open work orders to ensure timely billing and closeout
• Provide excellent customer service while responding to client inquires and working to resolve invoice discrepancies in a professional and efficient manner
• Works closely with the collections team to resolve billing disputes
• Create and maintain work order files - both electronic and physical file folders
• Generate reports for accounting staff, business stakeholders, and clients on accounts receivable invoice status
• Build and maintain relationships with client finance teams; work to generate additional revenues where appropriate
• Create and maintain a Standard Operating Process and Procedures document for invoicing and related work activity
• Other duties as required and/or assigned

WHAT YOU BRING:

• High school diploma or GED (college coursework/degree in Accounting or Finance preferred)
• Ability to use a computer including Microsoft Office (Word, Excel)
• 3+ years previous accounting or accounts receivable-specific job duty experience, (experience using construction/service focused accounting systems preferred)
• Strong interpersonal and verbal and written communications skills and ability to maintain relations with both internal and external stakeholders
• Solid administrative skillset including extensive experience in office technology (fax, copier, computers )
• Flexibility and willingness to accept changes in priorities as necessary
• Ability to work alone and within a team setting

WHAT YOU SHOULD KNOW:

Martell Services Group is deeply committed to building a workplace where inclusion is not only valued but prioritized. We are proud to be an equal opportunity employer and committed to creating a welcoming and diverse environment. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, pregnancy, age, or any other protected characteristic as outlined by federal, state, or local laws. Martell Services Group makes hiring decisions based solely on qualifications, merit, and organizational needs.