AR Billing Assistant

This position plays a key role in performing the administrative, clerical, and billing functions necessary to ensure accurate customer billings and efficient financial operations. This position requires a highly organized and detail-oriented individual who thrives in a fast-paced environment and is comfortable with managing high-volume data entry workflow while meeting recurring deadlines. Responsibilities include processing invoices and supporting documentation through various customer portals, researching and managing expense documentation in the ERP system, collaborating across departments to ensure timely invoicing and accounts receivable activities. The ideal candidate demonstrates strong accuracy, adaptability, and a commitment to meeting deadlines while maintaining compliance with company standards and customer invoicing requirements. This role requires discretion and professionalism in handling sensitive financial and customer information, with a commitment to maintaining confidentiality and adhering to data protection standards.

Key Responsibilities

- Accumulate, match, and attach all customer required documentation to outgoing invoices.

- Review invoices for completeness and accuracy prior to submission to customers

- Perform timely and accurate submission of customer invoices via email or through customer portals as required.

- Update and monitor invoicing status tracker to ensure timely invoice approvals and submission

- Proactively communicate with internal project management personnel to resolve billing issues in a timely manner.

- Effectively communicate with customer accounting personnel to resolve invoicing issues

- Proactively monitor department email inbox and ensure prompt and effective responses to customer inquiries.

- Assist with creating itemized statements, bills, invoices, and other billing documents, as necessary

- Prepare recurring reports on invoicing and billing activities, outstanding balances and payment status

- Assist with annual financial audit preparation

- Provide back-up for primary billing coordinator

- Provide accounting and clerical support to the Accounting Department to assist with monthly closing processes and needed

- Assist with annual financial audit as necessary

- Performs other related duties, as assigned.

Competencies

- A customer service orientation for both internal and external customers

- Excellent interpersonal, verbal, and written communication skills

- At least intermediate competency in the use of Excel

- Self-starter with demonstrated organizational skills

- Ability to effectively collaborate across departments and upper management

- Excellent time management skills with demonstrated ability to meet deadlines

- Strong analytical and problem-solving skills

- Ability to prioritize tasks to meet deadlines and expectations

- A focus on accuracy and attention to detail

- An ability to work independently and within a group

- Must be able to meet daily and weekly deadlines

- Able to incorporate new tasks as assigned

Education/Experience:

- High school diploma required

- Minimum of 3 years working in an accounting department with financial systems and software and MS Office suite including Excel

- Minimum of one-year accounts receivable or invoicing experience

- Experience and understanding of general accounting practices preferred

- Experience with invoice portals such as Open Invoice, Actian, Ariba, Apttus preferred

Work Environment:

- Position is located in the Company’s Fort Worth office

- Hybrid schedule with a minimum of 3 days in office will be considered based on business needs

- Must be comfortable with heavy data entry and computer-based tasks

Position Type/Expected Hours of Work

This is a full-time position. Standard working hours are Monday through Friday. However, occasional overtime may be required to meet the needs of the business. This could include evening or weekend work, travel, or participation in company-related events. Flexibility is essential to support business operations and ensure overall organizational success.

Travel:

Limited travel may be required as needed to meet project and client demands.

EEO Statement:

Transglobal Services LLC is an equal opportunity employer, we do not discriminate against employees or applicants on the basis of race, color, religion, sex, national origin, age, disability, genetic information, sexual orientation, gender identity, veteran status, or any other characteristic protected by law.

Reasonable Accommodations:

We welcome all applicants. If you require a reasonable accommodation, please contact our Human Resources department.

Other Duties:

This job description is intended to provide a general overview of the position and is not an exhaustive list of responsibilities, duties, or qualifications. The role, responsibilities, hours of work and schedule of this position may be adjusted as necessary.