Coordinator, Billing Specialist

PT Holdings LLC; Lexington (SC); On-site; USD 48,000 - 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

Life Insurance (company paid)

Job summary

Whaley Foodservice is seeking a Coordinator, Billing Specialist to provide administrative and operational support for service billing and invoice processing. This role reviews service activity, prepares invoices, and ensures timely, accurate billing in line with customer agreements and internal processes.

You will collaborate with branch teams, service operations, customers, and Finance to resolve discrepancies, maintain records, and support a responsive customer service experience.

Qualifications

• Associate degree or equivalent combination of education and experience.
• Minimum of two years in billing, invoicing, AR support, or admin work with strong organization.
• Experience reviewing documentation, entering financial data, and resolving discrepancies.
• Strong data-entry experience and proficiency with common business applications.

Responsibilities

• Review service calls, work orders, and docs for billing readiness and accuracy.
• Verify labor, materials, travel, rates, POs, and customer information before invoicing.
• Prepare and submit invoices accurately within established timelines.
• Apply customer billing instructions, pricing terms, tax info, and docs.
• Maintain records of invoice activity and follow-up actions.
• Process billing adjustments, credits, or rebills per approvals.
• Monitor billing queues and investigate delayed items.
• Research discrepancies and obtain missing information from branches or customers.
• Correct and resubmit incomplete or on-hold invoices and respond to questions.
• Document resolution status through completion and provide admin support.

Skills

Attention to detail

Data-entry accuracy

Billing and invoice processing

Organization and record management

Time management

Problem solving

Written and verbal communication

Customer service and follow-through

Multitasking

Team collaboration

Education

Associate degree or equivalent

Tools

Microsoft Office Suite

Excel

Outlook

Microsoft Teams

OneDrive

ERP systems

Service management software

Billing portals

Job description

POSITION SUMMARY:

The Coordinator, Billing Specialist provides administrative and operational support for service billing and invoice processing. This role reviews completed service activity and supporting documentation, prepares and submits accurate invoices, monitors billing queues and account activity, and helps resolve incomplete, delayed, or disputed billing items.

The position works closely with branch employees, service operations, customers, and Finance & Accounting to ensure billing is complete, accurate, timely, and consistent with customer agreements and internal processes. Success in this role requires strong attention to detail, organization, data-entry accuracy, problem solving, and responsive customer service.

MAJOR RESPONSIBILITIES:

Billing & Invoice Processing

• 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.

Account Review & Issue Resolution

• 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.

Service & Administrative Coordination

• 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.

Data Quality & Process Compliance

• 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.

Education & Experience

Required

• Associate degree or an equivalent combination of education and relevant experience.
• Minimum of two (2) years of experience 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.

Preferred

• Experience processing service invoices or supporting accounts receivable operations.
• Experience with service management, billing, accounting, or ERP systems.

Experience working in a service, repair, field operations, or multi-location organization

Required Skills

• Attention to detail and data-entry accuracy
• Billing and invoice processing
• Organization and record management
• Time management and prioritization
• Problem solving and deductive reasoning
• Written and verbal communication
• Customer service and follow-through
• Multitasking and administrative coordination
• Team collaboration

Technical Skills

• Microsoft Office Suite, including Excel and Outlook
• Microsoft Teams and OneDrive
• Service management, billing, accounting, or ERP systems
• Customer billing portals and internet-based business applications
• Basic understanding of invoice documentation and accounts receivable processes

WORKING/ENVIRONMENTAL CONDITIONS:

• Well-lit, open office environment.

We Offer

• Competitive Salary
• 401k& Profit Sharing
• Paid Holidays & Vacation
• Medical & Dental Benefits
• Short-Term Disability
• Long-Term Disability Insurance (company paid)
• Life Insurance (company paid)

COME HOME TO WHALEY!!
Visit the Whaley career site to find your place to grow.
www.whaleyfoodservice.com/careers

Whaley Foodservice is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.