Billing Administrator

$43,680 - $43,680/Yr

Djs Associates - Abington, PA

Full-time - Entry Level

Abington, PA

Professional, Scientific, and Technical Services

About the position

The Billing Administrator at DJS Associates, Inc. plays a crucial role in managing the billing operations of the company. This position is responsible for coordinating and executing all billing activities, ensuring accurate record-keeping, and facilitating communication between clients, experts, and internal departments. The role supports the Billing Manager and involves tasks such as drafting invoices, monitoring billing processes, and assisting in collections, all aimed at enhancing the efficiency and success of the billing department.

Responsibilities

• Draft, send, and file invoices for outside consulting and internal services.
• Prepare and monitor outside consulting billing processes, ensuring accurate and timely billing.
• Assist in updating billing software, including opening, modifying, and closing billing-related files.
• Enter and revise client information, including processing client IDs, changes in client contacts, and firm updates.
• Maintain comprehensive records of billing contact forms and preferences.
• Create follow-up tasks in case management software to ensure timely invoicing, client communications, and internal notifications.
• Communicate with clients via billing emails and calls, addressing inquiries, and following up on outstanding invoices.
• Prepare and assist in collections processes, including billing communications.
• Process payments to outside experts and handle retainer refunds as needed.
• Support billing adjustments, including internal write-offs and absorbs, according to company guidelines.
• Prepare and manage daily, weekly, and monthly reports related to billing activities and performance.
• Maintain organized billing folders and spreadsheets to streamline documentation and access to client and billing records.
• Collaborate with internal teams to improve billing related workflows.
• Secure accurate budget information and prepare client estimates to ensure compliance with financial expectations.
• Track and update spreadsheets for ongoing client and billing follow-ups.
• Act as a point of contact for billing-related client emails and calls, providing timely and professional responses.
• Organize and participate in expert review meetings to ensure alignment on billing practices and client updates.
• Coordinate and manage W9s, retainer refunds, and other documentation requests from clients and vendors.
• Assist in special projects as assigned to support both the billing and outside consulting departments.
• Regularly communicate with timekeepers to ensure accurate tracking and record-keeping of billable hours.
• Answer, transfer, and take detailed phone messages in a timely, courteous, and professional manner.

Requirements

• Exceptional organizational skills with meticulous attention to detail and accuracy.
• Strong written and verbal communication skills for effective client and team interactions.
• Proficiency with billing software, case management systems, and Microsoft Office Suite (Excel, Word).
• Ability to handle sensitive and confidential information with professionalism.
• Strong problem-solving skills and the ability to handle multiple priorities in a fast-paced environment.
• Prior experience in billing, finance, or administrative support roles, ideally within consulting or service industries - preferred, not required.
• Familiarity with collections processes, reporting, and project-based billing workflows - preferred, not required.

Nice-to-haves

• Prior experience in billing, finance, or administrative support roles, ideally within consulting or service industries.
• Familiarity with collections processes, reporting, and project-based billing workflows.

Benefits

• 401(k)
• 401(k) matching
• AD&D insurance
• Dental insurance
• Disability insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• On-site gym
• Paid time off
• Professional development assistance
• Referral program
• Tuition reimbursement
• Vision insurance