Billing Operations Specialist

About the role

This is a remote role; however, we only operate in the following states: AZ, FL, GA, IL, IN, MA, MI, MN, MO, NJ, NY, NC, OH, PA, TX and WI.

Job Summary

Perform billing and accounts receivable functions by working collaboratively with Support Specialists, consulting staff, and other associates to support the enterprise’s initiatives. Assist with project management and train other associates.

Primary Accountabilities

• Billing and Accounts Receivable
• Collaborate with Support Specialists and associates to validate and manage the processing of invoicing data, resulting in accurate and timely client billing for all service lines
• Conduct monthly billing QA reporting, including pre-bill adjustments, mark-ups, invoice consolidations, addition of value-added fees and data charges
• Analyze client work in progress (WIP), prepare and format invoices, coordinate approvals and finalize or reinstate when needed
• Work with consultants to modify invoice details, enter new clients and project codes, and maintain accuracy and compliance with contract specifications
• Aid client teams with accurate capture and approval of billable time and expenses
• Submit finalized invoices by auto e-bill or client-specific portals, ensuring write-offs are properly documented and approved
• Maintain accounts receivable balances, aged receivables and WIP; resolve billing issues and client inquiries
• Maintain accurate client billing information updating in coordination with associates and client teams
• Serve as a subject matter expert on the enterprise’s billing process and related software
• Operational Support and Process Improvement
• Continually identify and implement process improvements in billing, time tracking, and travel expense workflows in collaboration with Shared Services departments and business unit leaders
• Process or serve as a backup for staff record updates (new hires, role changes, permissions) in coordination with HR
• Help maintain system integrity and assist with upgrades, integrations, and administration of billing, timekeeping, and expense management platforms
• Assist with project management activities in support of Finance and Operations initiatives, and support travel coordinators with expense submissions
• Train associates and consulting staff on billing and expense procedures, systems, and best practices
• Support administration of the organization’s T&E policy by reviewing and monitoring expense submissions and corporate card activity, ensuring compliance with IRS and internal guidelines, and escalating policy exceptions as needed
• Contribute to internal communications, documentation, and knowledge sharing to ensure consistency across teams
• Manage special projects, provide subject matter expertise, and train or mentor other billing support staff
• Reissue approved reinstated invoices when changes are required
• Aid in creating and maintaining documentation of procedures regularly to ensure they are up to date and accurate

Knowledge, Skills & Abilities

• Required Qualifications
• Associate's degree or an equivalent combination of education and relevant work experience, including a minimum of five years of related experience
• Advanced proficiency in billing and expense platforms (e.g., SAP Concur, IRIS/STAR), Excel, and Microsoft Office 365
• Strong project management skills with the ability to prioritize and manage multiple tasks simultaneously in a fast-paced, high-pressure environment
• Excellent problem-solving, attention to detail, and accuracy, with the ability to interpret contracts and apply billing terms appropriately
• Highly organized, self-motivated, and adaptable, with the ability to shift priorities comfortably, take initiative, and follow through on issues in a timely manner
• Strong interpersonal skills and the ability to work professionally and collaboratively with clients and colleagues at all levels
• Team-oriented mindset with a commitment to personal and organizational success

• Preferred Qualifications
• Experience with accounting software
• Understanding of the not-for-profit health care industry
• Experience in a consulting or other service-related firm
• Experience with billing and collection processes
• Experience implementing or transitioning billing/expense systems
• Financial systems configuration or system administration experience
• The ability to prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner
• Excellent time management, multi-tasking and organizational skills, and the ability to simultaneously manage and execute several challenging projects or tasks in a high-pressure environment
• Strong problem analysis and decision-making skills, with the ability to anticipate and proactively address staff needs, approach challenges systematically and rigorously, and formulate a logical plan for resolution

Work Environment

Work location is remote with minimal travel required. Must be physically able to perform the essential functions of the job.

Salary, Benefits & Perks

Competitive total compensation package
Medical and dental coverage at no premium cost for employees
401(k) and profit-sharing retirement plans
Flexible spending accounts
Paid time off (PTO)
Company-paid holidays
Gender-neutral parental leave
Bereavement and pet leave
Continuing education and professional accreditation sponsorship
Life and AD&D insurance
Short- and long-term disability
Employee assistance program
Mental health support program
Additional perks

Our Values in Action

How we care: Connect, Act, Reach, Embrace