Billing Clerk and Receptionist

The Billing Clerk and Receptionist are responsible for creating invoices and credit memos, updating files, sending invoices with billing packets to customers, and uploading to a shared folder with the AR team. They are also responsible for greeting visitors and delivering exceptional customer service assistance. They answer calls, address questions and needs while providing a welcoming environment, and transfer them when needed.

Billing:

• CW1 Data entry.
• Keep contact information files updated for all customers.
• Create templates in CW1 per customer.
• Generate Open files report and request the status of cost sheets to CSA’s based on shipments ETA.
• Follow up on CSAs to submit billing cost sheet.
• Review received cost sheets and address any discrepancies with the CSA.
• Create a billing pack for new customers.
• Create and send invoices with a billing pack to customers or upload invoices with all back to share a folder with AR for customers with payment centers.
• Generate credit memos if needed.
• Assist with following up on outstanding payments and re-submit billing as needed and requested by AR.
• Resolve discrepancies.
• Offer POD uploading support when instructed by supervisors.
• Assist with related clerical activities when needed.

Receptionist:

• Answer and screen phone calls to:
  • Identify caller needs.
  • Respond to customer and vendor inquiries.
  • Transfer calls to the corresponding employee or department when necessary.
  • Take accurate messages for call recipients.
• Receive visitors:
  • Register their entrance and exit
  • Assign badges accordingly.
  • Ensure visitor and internal log accuracy.
• Ensure cleanliness and organization of the reception.
• Assist in administrative matters such as generating calls, preparing mailing labels, coordinating mail pickup, and identifying office supply needs, among others.
• Coordinate courier pickup and delivery.
• Gather and distribute postal mail.
• Assist with additional responsibilities as needed.

• Proficient using Microsoft Office, primarily Excel.
• Excellent computational and quantitative skills.
• Excellent written and verbal communication skills in English (required).
• Excellent management and organizational skills.
• Strong problem-solving skills.
• Excellent attention to detail.
• Multi-tasking abilities.
• Ability to work under pressure.
• Excellent organizational and time management skills.
• Able to collaborate in a team-oriented environment.

Education and Experience:

• At least one year of direct customer service experience.
• At least one year of billing experience.
• A college degree is preferred.