Business Success Specialist - Veterinary Software

IDEXX; Westbrook (ME); Hybrid; USD 36,000 - 40,000; Full time

Benefits offered by this job

On-site training in Westbrook, ME

Health/Dental/Vision benefits

401(k) matching

Career advancement opportunities

Pet insurance

Job summary

IDEXX Veterinary Software Customer Experience division seeks a Business Support Specialist to ensure accurate and timely billing for software products and services. You will handle inquiries, process contracts, and maintain audit-compliant records while collaborating with cross-functional teams.

The role includes on-site training for six weeks at the Westbrook, ME campus, followed by a hybrid schedule with two on-site days weekly. Benefits include health/dental/vision and 401(k) matching.

Qualifications

• Must have strong customer-facing skills and professional communication.
• Experience handling billing inquiries and resolving account issues preferred.
• Familiarity with SAP for order entry and reporting is a plus; training available.

Responsibilities

• Respond to billing inquiries regarding IDEXX Veterinary Software subscriptions, invoices, and credits.
• Research and resolve complex billing issues with internal teams.
• Maintain accurate records of customer interactions and resolutions.
• Process contracts and ensure compliance with SOPs and audit standards.
• Enter contract data into internal systems and manage electronic filing.

Skills

Customer service

Communication

Excel

Data analysis

SAP

Attention to detail

Billing experience

Education

High school diploma

Tools

Microsoft Office

CRM software

Internal systems

Job description

This team is part of the Veterinary Software Customer Experience division, a dynamic team that is focusing on improving the accuracy and response time of our customer experience across all IDEXX software from sale throughout the customer lifecycle.

Why This Role Matters

The Business Support Specialist will play a key role in ensuring accurate and timely billing of IDEXX software products and services. This individual will handle a variety of administrative and customer-facing tasks to support billing operations, including responding to customer inquiries, processing contracts, and maintaining accurate records per our audit standards.

In This Role

Customer Facing Billing Representative:

• You will respond to customer inquiries regarding Veterinary Software billing, subscriptions, credits, and invoice-related questions.
• You will research and resolve complex billing issues in partnership with internal teams.
• You will provide clear, professional, and customer-focused communication to ensure timely resolution of billing concerns.
• You will maintain accurate records of customer interactions, requests, and resolutions.
• You will track and manage all customer-facing billing tasks through completion.
• You will identify process improvements.

New Contract/order Processing

• You will operate in a manner aligned with standard operating procedures and other compliance requirements.
• You will review and process contracts for the financial related terms and conditions to ensure accuracy, completeness, and compliance with company policies and legal requirements.
• You will ensure compliance with audit standards and financial guidelines.
• You will enter contract data into internal systems and maintain records in administrative portals.
• You will maintain electronic filing and archive project specific documents, including project opening forms, contracts, proposals and budget changes.
• You will ensure that appropriate approvals are obtained in accordance with company policies.
• You will research and reconcile project related billing issues, identify cause of project variances and clear when possible.

Invoice/usage Management

• You will create Entries, Credits, Cancelations etc. (Sales to Support).
• You will update and maintain customer subscription details, making necessary changes to reflect requests accurately.
• You will reconcile invoice discrepancies and work with internal teams to resolve issues promptly.

IDEXX Veterinary Software Additional Projects But Not Limited To

• You will provide Data Management using excel skills in numerous systems.
• You will collaborate with leadership and internal stakeholders on billing process design for software products, and process workflow improvements for existing software products and team(s).
• You will collaborate with cross-functional teams to support billing operations and ensure data integrity.
• You will provide UAT for new processes as part of large, scaled projects.
• You will document new and existing billing processes to improve efficiency and accuracy.

What You Need To Succeed

• High quality interpersonal skills, with experience working with customers and maintaining good customer relationships. You will have phone skills, with the ability to establish rapport.
• Strong verbal and written communication and cross-functional collaboration skills, including the ability to communicate complex technical issues to technical and non-technical users in a professional, positive, friendly and understandable manner.
• Comfortable speaking with customers about money or challenging conversations, such as declining a request for credit.
• A strong deductive reasoning and analytical skills to resolve issues.
• Attention to detail.
• Data Analytic skill set, including intermediate experience in excel (i.e., sum, v or x look up familiarity).
• Preference will be given to candidates with prior experience working with SAP for order entry and reporting - for the right candidate we will be willing to train.
• The ideal candidate will be able to adjust to changes in the functionality of the role as the position evolves.
• Organized with the ability to multi-task. Solid follow through with limited to no supervision.
• Comfortable with adapting to situations and positively navigating change.
• Process improvement experience and aptitude.
• Ability to work independently and as part of a team.
• Technical record-keeping management skills.
• Personal computer skills, including Microsoft Office.

What You Can Expect From Us

• Hourly rates targeting $26-$29 / hour based on experience
• Opportunity for annual cash bonus
• Health / Dental / Vision benefits day one
• 5% matching 401k
• The first six weeks will be training Monday - Friday on-site at the global campus in Westbrook, Maine. Once training is completed, the hybrid requirement is to be onsite in Westbrook, Maine, two days per week with Wednesday being mandatory.
• On-the-job training and career advancement opportunities
• Additional benefits including but not limited to financial support, pet insurance, mental health resources, volunteer paid days off, employee stock program, foundation donation matching, and much more
• A dynamic and exciting career that utilizes your veterinary practice experience and technical skills, allows you to travel, meet new people, expand your knowledge and skill set, all while positively impacting the lives of pets and their owners
• To consistently meet new people and building relationships with our customers
• Continued growth within your position through comprehensive training programs

Why IDEXX

We're proud of the work we do, because our work matters. An innovation leader in every industry we serve since 1983, our team members help pet owners worldwide keep their companion animals healthy and happy, ensure safe drinking water for billions, and help farmers protect livestock and poultry from disease.

We have customers in over 175 countries and a collaborative global workforce. Our culture is one that embraces challenges and encourages learning and discovery. At IDEXX, you'll be supported by competitive compensation, incentives, and benefits while enjoying purposeful work that drives improvement.

Knowing our work makes a meaningful impact on the health and well-being of pets and people is what motivates us every day. If meaningful work and a sense of purpose are at the top of your list, you'll find it here.

Let's pursue what matters together.

IDEXX values a diverse workforce and workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.

IDEXX is an equal opportunity employer. Applicants will not be discriminated against because of race, color, creed, sex, sexual orientation, gender identity or expression, age, religion, national origin, citizenship status, disability, ancestry, marital status, veteran status, medical condition, or any protected category prohibited by local, state, or federal laws.