The Billing Coordinator will be responsible for the the transactional billing process for assigned projects, including project set up, billing, cash management, and reporting/analysis.
Reviews Project set up in the Business System; establishes project details, financial plans, rate schedules, customer details, payment plans, multi-currency billing set up
Interprets commercial Billing Terms and conditions, ensures accuracy of Rate Build Up and reviews with Project Mgmt./Project Accountant at initial project set up.
Ensures proper documentation is in place; files and organizes hard and soft copy documentation.
Ensures current signed contract is in place and credit checks completed where applicable and all amendments are on file.
Codes project events using proper event types and enters data into the business system.
Sets up invoicing calendar for all customers and projects (maximizing month billings).
Compiles and collates back up documentation for invoices.
Prepares sample customer invoices for review by Project Manager and/or Project Accountant if required and obtains approval for invoice format and detail.
Issues approved client invoices and credit notes within agreed timelines. Keeps a register of invoices when distributed to client.
Runs weekly Exception Reports and reviews project revenue recognition. Resolves issues highlighted in the Exception Reports for project(s) not generating revenue.
Reviews WIP Reports and conducts WIP report reviews with Project Managers/Project Accountants to ensure prompt invoicing
Where appropriate, contacts clients to ensure invoices have been received, agreed and actioned by client and provides updates to Project Manager/Project Accountant of progress of invoice payments for cash
Reviews Aged Debtors Report(s) and assists in the development of corrective action plans; follows up on outstanding debtors with Project Managers/Project Accountants and clients.
Works with Project Teams to ensure all Time corrections and/or AP corrections are made to the project in a timely Support
Runs system queries and reports as requested.
Responds to routine inquiries on invoicing.