Senior Billing Coordinator

About the role

The Senior Billing Coordinator plays a critical role in safeguarding the organization’s financial health by ensuring accurate invoices, timely collections, and exceptional customer account management. This role partners across the business to streamline billing processes, resolve discrepancies, and deliver reliable revenue reporting that supports informed decision-making.

Responsibilities

• Generate accurate and timely client invoices for imaging services, ensuring alignment with contracts, pricing structures, and service-level agreements.
• Monitor accounts receivable balances, proactively follow up on outstanding invoices, and drive timely collections to maintain healthy cash flow.
• Research, reconcile, and resolve billing discrepancies, payment variances, and client inquiries with a strong focus on accuracy and customer satisfaction.
• Apply cash receipts, adjustments, and credits accurately within financial systems while maintaining detailed documentation and audit trails.
• Collaborate with operations, sales, and customer service teams to validate billing data, service completion, and client requirements.
• Maintain and update customer account records, including billing terms, contact details, and account statuses.
• Prepare regular aging reports, collection summaries, and billing metrics to support financial visibility and leadership decision-making.
• Ensure compliance with internal controls, financial policies, and regulatory requirements related to invoicing and receiving.
• Identify opportunities to improve billing and collections processes, contributing to increased efficiency, accuracy, and automation.
• Support month-end and year-end close activities by reconciling receivables accounts and providing necessary reports and documentation.

Requirements

• Own and maintain billing processes, policies, and procedures to ensure accuracy, consistency, scalability, and effective revenue capture across all activities.
• Evaluate billing workflows and implement process improvements, automation opportunities, and control enhancements to improve efficiency and customer experience.
• Serve as the subject matter expert on billing operations, including contract requirements, invoicing systems, and EDI transactions, providing guidance to internal stakeholders.
• Partner cross-functionally with Accounting, Finance, Sales, and Operations to support billing initiatives, system implementations, and process improvement efforts.
• Manage billing systems and data integrity using tools such as Salesforce, EDI platforms, and Excel, while generating and analyzing reports to identify trends and risks.
• Oversee billing administration, including complex invoicing, account and contract maintenance, and resolution of discrepancies, disputes, and adjustments in compliance with internal controls.
• Perform additional duties as assigned based on business needs and functional support requirements.

Role Competencies

• Billing & Accounts Receivable Expertise – Demonstrates strong knowledge of invoicing, collections, cash application, and revenue cycle processes.
• Attention to Detail & Accuracy – Ensures precision in billing, data entry, reconciliations, and financial reporting to minimize errors and revenue leakage.
• Analytical & Problem-Solving Skills – Identifies discrepancies, investigates root causes, and implements effective solutions to resolve billing and payment issues.
• Customer Focus & Relationship Management – Builds and maintains professional, service-oriented relationships with clients and internal stakeholders.
• Communication Skills – Clearly and effectively communicates billing information, issues, and resolutions both verbally and in writing.
• Process Improvement Mindset – Identifies opportunities to enhance efficiency, strengthen controls, and improve billing and collection workflows.
• Systems & Technical Proficiency – Utilizes financial systems, EDI platforms, spreadsheets, and reporting tools to manage billing operations and data integrity.
• Accountability & Time Management – Manages multiple priorities, meets deadlines, and takes ownership of responsibilities to support accurate and timely financial operations.

Education & Experience Requirements

• Associate's or Bachelor's degree in Accounting, Finance, Business Administration, or a related field.
• 3+ years of experience in billing, invoicing, accounts receivable, contract administration, or a related finance function, including high-volume transaction processing, with strong attention to detail and accuracy.
• Demonstrated analytical, organizational, and problem-solving skills, with proficiency in Microsoft Excel and business systems, and the ability to manage multiple priorities, work independently, and communicate effectively in a fast-paced environment.