Contract & Billing Specialist: Cross‑Functional Impact

Kastle Systems; Falls Church (VA); On-site; USD 61,000 - 77,000; Full time

Job summary

Kastle Systems is seeking a Contract & Billing Administrator to ensure accuracy of client billing and contracts across the Mid-Atlantic region. The role entails reviewing CCRs, drafting renewals and budgets, managing takeovers, and serving as the escalation point for billing and contract questions.

You will work with Client Services, Accounting, and Sales to resolve discrepancies. The position emphasizes analysis and execution, not routing, requiring proactive problem solving and precise

Qualifications

• HS Diploma.
• 2+ years in customer support, contract administration, billing, accounting support, or related Kastle experience.
• Ability to read and understand customer contracts and invoices to identify mismatches—requiring financial and analytical judgment in addition to document processing.
• Experience with CRM systems and navigating multiple internal software platforms to research account and billing history.
• Strong written communication; frequently the last check before Accounting and the first response to an escalated CSM request.
• Demonstrated ability to manage a high volume of concurrent open items (CCRs, budget items, takeovers) while maintaining strong communication and follow up.
• High attention to detail. This role plays a critical role in ensuring accuracy, reducing future errors on client invoices before the process moves to accounting.
• Able to work independently and prioritize a high-volume, multi-source queue with minimal day‑to‑day direction.
• Working knowledge of Microsoft Dynamics AX (or comparable ERP), including navigating account and billing history within it).

Responsibilities

• CCR Review & Approval (Accounting Gatekeeping): Reviews, edits, and approves Customer Change Requests (CCRs) of all types before submission to Accounting; sustains a working queue of 50+ open CCRs at any given time.
• Contract & Budget Administration: Prepares budget requests and projections tied to new and renewing contracts; drafts, reviews, and tracks service agreements and renewal contracts; ensures signed agreement matches the resulting bill.
• Account Takeovers (System Turn Ons): Manages, reviews, and executes takeover transactions for accounts changing ownership or management, typically carrying a double-digit caseload at any given time.
• Cross-Functional Research & Escalation Point: Serves as the primary point of contact for billing and contract questions; conducts detailed financial research to resolve disputes and inquiries.
• Reporting & Data Management: Owns the monthly attrition/loss report and runs recurring code-name assignments; prepares quarterly deliverables for strategic accounts.
• Cross-Functional Liaison: Collaborates with in‑house legal counsel post‑execution on agreement development and process improvement; liaison between Client Services, Legal, and Accounting on contract and billing resolutions.

Skills

Customer support

Contract administration

Billing

CRM systems

Documentation

Attention to detail

Independent worker

ERP (Microsoft Dynamics AX)

Education

HS Diploma

Tools

Microsoft Dynamics AX

CRM systems

Job description

Kastle Systems is seeking a Contract & Billing Administrator to ensure accuracy of client billing and contracts across the Mid-Atlantic region. The role entails reviewing CCRs, drafting renewals and budgets, managing takeovers, and serving as the escalation point for billing and contract questions.

You will work with Client Services, Accounting, and Sales to resolve discrepancies. The position emphasizes analysis and execution, not routing, requiring proactive problem solving and precise