Billing & Accounts Receivable (AR) Specialist

Position Summary:

The Billing and Accounts Receivable Specialist will support day-to-day accounts receivable and billing operations, including invoice processing, account reconciliation, resolving billing discrepancies, and assisting with credit and collections activities. The role will also collaborate with internal teams and customers, maintain accurate financial records, support reporting and cash forecasting, and contribute to process improvement initiatives.

Job Details:

• Work-from-home
• Monday to Friday, 8 am – 5 PM Manila Time
• Observes PH Holidays

Responsibilities:

• Invoice Processing & Reconciliation:
o Upload and process customer invoices to AR portals.
o Assist with special billing requirements and track/log errors.
o Perform full account reconciliation (POs, bookings, invoices, payments).
o Review and quality-check system-generated invoices for accuracy.

• Collaboration & Communication:
o Act as a liaison between Finance, Project Management, Sales, and Order Management teams to ensure invoice accuracy.
o Resolve customer billing disputes and respond to inquiries.

• Credit & Collections Support:
o Assist with unapplied cash reconciliation and A/R aging integrity.
o Initiate credit memos, refunds, and adjustments as necessary.
o Provide customer invoices and proforma invoices upon request.

• Process Improvement & Reporting:
o Track, log, and analyze invoice issues to improve billing processes.
o Assist with quarterly sales reporting to government agencies.
o Prepare and review monthly cash forecasts with management.

• Invoice Exceptions & Vendor Relations:
o Resolve invoice discrepancies and processing exceptions, working with internal departments and suppliers.
o Manage the Outlook inbox for invoice-related inquiries and distribute them for processing.
o Maintain vendor statement reconciliations and handle supplier maintenance requests.

• General Administrative Support:
o Support ad-hoc billing and finance initiatives as directed by management.
o Maintain daily communication with the Reporting Manager regarding AR-related matters.

• Other duties as assigned.

Qualifications & Competencies:

• Experience with accounting platforms (e.g., SAP, Oracle, or similar) and advanced Excel skills (pivot tables, VLOOKUP, formulas) to analyze data and generate reports.
• Solid understanding of AR processes, invoicing, payment applications, and credit memos, along with experience handling special billing requirements.
• Strong ability to identify billing discrepancies, troubleshoot issues, and find solutions in a timely manner to keep processes running smoothly.
• Ability to ensure accuracy in invoice processing, account reconciliations, and quality checks, minimizing errors and discrepancies.
• Ability to collaborate cross-functionally with Sales, Project Management, and Finance teams, as well as communicate effectively with customers to resolve billing issues and disputes.
• Capable of managing multiple tasks simultaneously, adhering to deadlines, and prioritizing work efficiently in a fast-paced environment.
• Professional approach to handling customer inquiries and disputes, ensuring a positive relationship while resolving issues quickly and professionally.
• Willingness to take on ad-hoc projects and shift priorities as needed, with the ability to contribute to process improvements and the overall efficiency of the billing department.