Job Description

Billing Specialist / Customer Service representative serves as a primary contact for order entry & accounting across multiple platforms. Orders are received from various sources and must be entered in a timely manner with a high level of accuracy to ensure a great customer experience. The position requires a very positive attitude and the ability to manage time sensitive processes on a daily basis while also keeping client confidentiality. It involves heavy phone and e-mail correspondence with customers, vendors and company team members.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Answer and redirect calls on all lines. Check voice messages.
• Order Processing / entering customer orders into the order fulfillment system(s).
• Initiate communication to clarify orders.
• Respond to customer inquiries for information such as ship dates, or other existing order questions.
• Review orders and artwork proof approvals. Contact customers to follow up or resolve any issues or obtain authorizations to proceed with orders.
• Acquire knowledge of customer base for all companies. Understand and be able to use correct resources to complete orders and answer customer questions.
• Learn all general ordering information / policies and remain current on changes in policies, procedures and product offerings.
• Assist in the setup of new accounts and record maintenance.
• Work with vendors; ordering and order follow up.
• Maintain financial records.
• Client invoice generation and entering vendor invoices.
• Open invoice follow up. Ensuring timely collection of account receivables.
• Ensure timely payment of accounts payables.
• Make bank deposits and record in bookkeeping system.
• Improve and maintain bookkeeping policy and procedures.
• Identify and present training needs to the supervisor.
• Participate on projects as assigned, raising issues/solutions to provide continuous improvement and streamlined processes.
• Build new relationships and maintain existing customer accounts.
• Maintain file systems / filing of sales order and documentation.
• Perform other related duties in support of the office as assigned.

There is a lot to learn and this is a very fast-paced environment!

THE IDEAL CANDIDATE:

• Team Oriented must be willing and able to work closely with others to overcome obstacles to meet team performance objectives.
• Strong work ethic with the ability to thrive in a fast-paced, multitasking environment. Ability to perform several tasks concurrently with ease, accuracy and professionalism.
• Embrace and demonstrate the concept of responsive customer service.
• Strong attention to details and organized. Maintain a superior level of accuracy while doing any work.
• Independent - must be able to exercise judgment and work independently with little supervision.
• Cooperative - must be able to work closely with others, serving internal and external client base.
• Communicate with sales staff to verify all information is correct and clear up any missing information or inconsistencies on orders.
• Ability to communicate clearly and concisely, verbally and in writing, in English.
• Customer Service experience required. Must have excellent interpersonal and customer service skills.
• Strong Computer skills, including Microsoft Office programs & QuickBooks, A MUST! With a solid understanding of basic bookkeeping and accounts payable/receivable.