Billing & Invoicing Coordinator

Whaley Foodservice; Lexington (SC); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Competitive Salary

401k & Profit Sharing

Paid Holidays & Vacation

Medical & Dental Benefits

Short-Term Disability

Long-Term Disability Insurance (corpor

Job summary

Whaley Foodservice in Lexington, SC seeks a Coordinator, Billing Specialist to provide administrative and operational support for service billing and invoice processing. You will review service activity, prepare invoices, monitor billing queues, and help resolve issues, working with branches, service operations, customers, and Finance to keep billing accurate and timely.

The role requires strong attention to detail, data-entry accuracy, and problem solving, with collaboration across departments

Qualifications

• Associate degree or an equivalent combination of education and relevant experience.
• Minimum of two years in billing, invoicing, accounts receivable support, or an administrative environment requiring strong organization and attention to detail.
• Demonstrated experience reviewing documentation, entering financial or operational data, and resolving discrepancies.
• Strong data-entry experience and proficiency with common business applications.

Responsibilities

• Review completed service calls, work orders, and related documentation for billing readiness, accuracy, and completeness.
• Verify labor, materials, travel, rates, purchase orders, customer information, and other billable details before invoicing.
• Prepare and submit service invoices accurately and within established timelines.
• Apply customer-specific billing instructions, pricing terms, tax information, and required supporting documentation.
• Maintain accurate records of invoice activity, status, supporting documents, and follow-up actions.
• Process billing adjustments, corrections, credits, or rebills in accordance with established approval requirements.
• Monitor assigned billing queues, account activity, and exception reports to identify outstanding or delayed items.
• Research billing discrepancies and obtain missing information from the appropriate branch, service, customer, or internal resource.
• Correct and resubmit invoices that are incomplete, rejected, returned, or placed on hold.
• Respond to routine billing questions and route complex account, pricing, tax, or collection matters to the appropriate resource.
• Follow through on open billing issues and document resolution status through completion.
• Partner with branch employees and service operations to obtain information needed to complete invoicing or resolve discrepancies.
• Compile, organize, file, and retain billing documentation and records in accordance with established practices.
• Perform accurate and timely data entry across service management, billing, and business systems.
• Provide general administrative support to promote efficient department operations and timely service to internal and external partners.
• Follow established billing procedures, customer requirements, approval controls, and documentation standards.
• Protect confidential customer, pricing, and financial information and use sound judgment when handling sensitive records.
• Identify recurring billing issues and communicate opportunities to improve accuracy, timeliness, or workflow efficiency.
• Maintain professional working relationships with internal and external business partners.
• Perform other duties as assigned.

Skills

Attention to detail

Billing and invoice processing

Organization

Time management

Problem solving

Written communication

Verbal communication

Customer service

Multitasking

Administrative coordination

Education

Associate degree or equivalent

Tools

Microsoft Office

Excel

Outlook

Microsoft Teams

OneDrive

ERP systems

Job description

Whaley Foodservice in Lexington, SC seeks a Coordinator, Billing Specialist to provide administrative and operational support for service billing and invoice processing. You will review service activity, prepare invoices, monitor billing queues, and help resolve issues, working with branches, service operations, customers, and Finance to keep billing accurate and timely.

The role requires strong attention to detail, data-entry accuracy, and problem solving, with collaboration across departments