Main Responsibilities and Required Skills for Billing Coordinator
A Billing Coordinator is a professional who is responsible for managing and organizing the billing and invoicing process for a business. They prepare project and client billing reports, reconcile invoices, and address queries received on billing issues. In this blog post we describe the primary responsibilities and the most in-demand hard and soft skills for Billing Coordinators.
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Main Responsibilities of Billing Coordinator
The following list describes the typical responsibilities of a Billing Coordinator:
Abide by
Abide by security policies and protect information assets entrusted to you.
Address
Address queries received on billing issues, processes, and templates as encountered.
Add
Add timekeepers for rate approvals and appeal rejections.
Aid in
Aid in the monitoring of accounts receivable.
Analyze
Analyze / Process Discrepancy Reports.
Answer
Answer incoming customer inquiries (both clients and general public).
Archive
Archive completed projects and office files and records.
Assemble
Assemble sample payments for the auditor.
Assess
Assess and reconcile invoices as needed.
Assist in
Assist in new timekeeper matter assignments with a focus on matter staffing.
Assist in special projects as needed.
Assist in the coordination of hardware returns.
Assist in the process of raising credit notes.
Assist in tracking updates to ensure month end, quarter end targets are achieved.
Assist Maintenance Coordinators with inbound phone calls if queue times exceed acceptable limit.
Assist overflow calls from dispatch team.
Assist the client when ordering new services, upgrades and renewal orders.
Assist the client with questions regarding their services and offerings.
Assist the manager in planning and scheduling.
Assist the Manager in Planning & Scheduling.
Assist with Material / Equipment Procurement.
Assist with other accounting projects in the department.
Assist with resolution of possible overlaps that BPO partner was not able to address.
Assist with the issuance of rush cheques (Ministry of Finance).
Assist with the procedures required for the completion of the month end close process.
Attempt
Attempt to retain a client's business through retention efforts.
Audit
Audit provider credentials and liability insurance monthly, updating files as needed.
Change
Change accounts for existing book of business.
Check
Check claims status, re-submits claims, and writes appeal letters.
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Check the validity of debit accounts.
Collaborate with
Collaborate and work directly with the sales teams on all contract related issues.
Collaborate with operations to enhance the flow of information to the billing team.
Collaborate with peers and other departments for specific issues impacting customers.
Collaborate with Sales, Operations, and Support daily to ensure billing accuracy.
Collect
Collect final payments after shipment.
Communicate
Communicate effectively with all levels of leadership and staff.
Communicate summary to Accounting Administration Manager.
Compile
Compile information for service / quoted jobs and prepare for billing.
Complete
Complete all invoices within assigned time frame or deadline to maximize cash flow.
Complete all invoices within the assigned time frame / deadline.
Complete analysis, forecasting, budgeting, and reporting activity.
Complete analysis, forecasting, budgeting and reporting activity as directed.
Complete client billing for Employer Health Services utilizing Workday.
Complete online payments including ACH, Wires, and bill payments.
Complete requests for pay-related documents including statements and verifications.
Complete system audits to ensure accuracy in billing process on client accounts.
Conduct
Conduct hearing tests (audiometric testing).
Confirm
Confirm and follow-up with proof of deliveries.
Coordinate
Coordinate and work with recruiters and travelers to build great relationships.
Coordinate the flow of paperwork from technicians to payroll and billing departments.
Coordinate with sales and service team for collecting the proof of dispute bookings.
Create
Create and identify deferred revenue and recognize appropriate revenue amounts on a monthly basis.
Create and set up new projects in BST.
Create billing package in QB matching billing request and / or PO requested for Digital Cinema Team.
Create monthly WIP aging schedules for review by project leads.
Deposit
Deposit cheques into the appropriate bank account.
Develop
Develop ad hoc reporting and performance metrics.
Drive
Drive projects to completion.
Edit
Edit and finalize accounts following based on lawyer instruction and on client specifications.
Edit and post firm pre-bills.
Engage
Engage partners in billing, A / R management and collections activities.
Ensure
Ensure all Provident policies and procedures are followed.
Ensure assigned billing processes are accurate / proper controls are in place for client jobs.
Ensure charges are entered / processed in accordance with policies and procedures.
Ensure customers' concern(s) are attended on time and given appropriate resolution.
Ensure filing is properly maintained and up to date.
Ensure matter engagement letter compliance.
Ensure that National Account billing is reviewed daily.
Ensure timely payment of providers, contractors and vendors using Workday.
Ensure unit entries are completed appropriately.
Enter
Enter and balance cash batch posting on a daily basis.
Enter Email Address, confirm, enter Security Code, and click Submit.
Enter Freelance payroll for approx.
Enter credit authorizations to adjust incorrectly billed items.
Escalate
Escalate to the appropriate channels when necessary.
Establish
Establish and implements billing processes and controls for new jobs including setting up AutoBill.
Establish respect and rapport with team and others.
File
File and maintain locally all signed task orders and contracts.
File paper records as needed.
File purchase orders, client invoices and related paperwork.
File state reporting for a large number of clients.
Follow-up
Follow-up with billing responsible attorneys to ensure timely processing of bills.
Follow-up with cancellations and suspensions.
Follow-up with clients regarding outstanding balances.
Follow-up with customers or other division staff / management to resolve identified discrepancies.
Generate
Generate automated memorandum, create folders, file and photocopy appropriate documents.
Generate client invoices and ensure that they are sent out with accuracy and timeliness.
Greet
Greet and host all guests and office visitors with courtesy and respect.
Handle
Handle all queries efficiently and effectively to ensure all SLA's and KPI's are met.
Handle incoming customer / associate relations calls.
Help
Help to monitor and ensure CIN7, CommerceHub & SPS are maintained on a daily basis.
Identify
Identify and resolve credentialing issues for department physicians.
Identify, researche, and troubleshoot rejected invoices and other issues.
Implement
Implement Accounts Payable (AP) & Accounts Receivable (AR) processes.
Import
Import files for monthly billing activity.
Input
Input or enter data through a manual or automated process.
Interact with
Interact with all customers effectively and professionally.
Interact with various groups to expedite the acceptance of electronic invoices.
Issue
Issue and post bills, receipts and invoices.
Issue payment reminders to clients via ticketing and phone calls.
Lead
Lead the annual rate increase review program.
Liaise with
Liaise with News staff to reconcile production charges.
Maintain
Maintain a professional demeanor at all times.
Maintain current knowledge of billing policies and procedures.
Maintain individual retailer platforms to upload new items, update descriptions, pricing.
Maintain working knowledge and currency in third party payor requirements.
Manage
Manage carrier invoices and upload Repair Order numbers into carrier data file.
Manage EFT / wire deposits made to bank.
Manage JDE Computerized Maintenance Management System.
Manage service orders for final read requests.
Monitor
Monitor and assist with order payments.
Monitor and handle all billing related tickets in Ubersmith.
Monitor submitted invoices to confirm acceptance and appeal rejections.
Notify
Notify the Billing Supervisor of any issues impeding information flow.
Offer
Offer suggestions for continual improvement through appropriate identified channels.
Participate
Participate in month-end closure procedures related to billing.
Pay
Pay bills and process reimbursement forms.
Perform
Perform billing audits and analysis to ensure accurate revenue recognition.
Perform credit checks on new Customers and release Customers from credit hold.
Perform daily airtime log reconciliation.
Perform periodic review of matter status, matter metrics, and matter reporting.
Perform project specific document control audits during and after project completion.
Perform rate changes, batch checks & cycle validations.
Perform various account analyses monthly.
Portray
Portray a positive image and motivates colleagues at all times to ensure continued success.
Post
Post all payments in IDX using approved methodologies.
Practice
Practice interacting with clients over the phone.
Prepare
Prepare and distribute Accounts Receivable reports to client teams on weekly basis.
Prepare and generate billing summary and / or proforma invoice request for Digital Cinema Team.
Prepare and present clear and reliable financial reports in a timely manner.
Prepare electronic bills in LEDES (Legal Electronic Data Exchange Standard) format.
Prepare interim payment invoices based on the terms of the sales offer and collect required payments.
Prepare invoices for assigned clients in accordance with all line items on the quote.
Prepare project and client billing reports for manager.
Prepare project flat rate billings and track those on a weekly basis.
Prepare reports to track date and time billing was sent.
Prepare work in progress reports for management.
Process
Process and submit approved invoices in BST.
Process both subscription and perpetual licenses.
Process contract cancellations and prepare credit memos for customers.
Process electronic invoices and work with external billing providers to resolve billing issues.
Process receivables (installation checks).
Produce
Produce Firm standard billing proformas for review by billing responsible attorneys each month.
Produce routine client reports to complete job functions as needed.
Provide
Provide analysis on projects as requested.
Provide backup of invoices and distribution of final invoices to Clients or Project Managers.
Provide backup of invoices if required by clients.
Provide coverage for accounts payable on a time-to-time basis.
Provide input to Management functions, when required.
Provide project manager with updated sales order.
Provide reporting and documentation to external auditors for quarterly reviews and year end audit.
Provide strong customer service.
Provide support to new partners / engagement team members regarding billing.
Pursue
Pursue changes to automate / streamline billing inputs, systems, and processes.
Reconcile
Reconcile and prepare accurate invoicing in timely manner.
Reconcile invoices, identify discrepancies and check spreadsheets for accuracy.
Reconcile payments and process returns.
Represent
Represent the department with management and external partners / vendors.
Request
Request assistance from the Director of RRRM and project managers when required.
Research
Research and respond to email inquiries.
Research and resolve routine and non-routine billing questions and discrepancies.
Resolve
Resolve complex collection issues.
Resolve issues effectively.
Respond to
Respond and provide ongoing support to the Maintenance team.
Respond to all customer inquiries via phone and email in a timely and professional manner.
Respond to billing questions.
Respond to employee inquiries and requests regarding payroll matters.
Respond to requests from clients in a time appropriate manner.
Review
Review, analyze and properly treat requests for billing adjustments and inquiries.
Review and follow up on outstanding timesheets on a weekly basis.
Review and print out incoming dropship, DC and Dealer orders.
Review and process back charges, credits and debits.
Review and resolves billing issues and provides recommendations.
Review completed production assignments (jobs) for Digital Cinema Team.
Review encounter forms for accuracy.
Review of disbursements and related tax applications at time of billing.
Review outstanding receivables and provide weekly status updates.
Review service / repair invoices for accuracy, as needed.
Review the Daily Revenue Error Report, at least weekly, and makes corrections.
Review unapplied payments in the system in an effort to get them properly applied.
Review work in progress (WIP) for the project managers.
Run
Run prebills in the current accounting period, confirming that all prebills are cleared by month end.
Schedule
Schedule / chair billing meetings for all new / existing programs.
Set-up
Set-up discounts or exception rates on clients / matters in Aderant / CMS and revalue WIP.
Set-up of new Customers and Vendors including managing changes.
Set-up of new timekeepers including user access rights.
Set-up split bills as required.
Sort
Sort documentation from client by date of service and prep for scanning.
Submit
Submit shipping documents to Accounting Administration Manager for approval.
Support
Support diverse projects for other employees.
Support Finance team with month-end revenue processing.
Support Project Managers with financial documentation to improve data accuracy.
Support the Accounting Supervisor with the electronic invoice submission utilizing various platforms.
Support the account manager to understand the changes of the cancellation and unclaimable reasons.
Support the Cash Receipts / AP Cheques Clerk as may be required.
Support the finance team with filing finance documents and keeping records organized.
Support with Audit requests at any given time.
Track
Track and submit accelerated invoicing process.
Track insurance certificates are current on all projects.
Track vehicle assignments, insurance and registration and assist in scheduling of maintenance.
Transfer
Transfer of new orders to Operations.
Transmit
Transmit all signed task orders and contracts to Corporate.
Treat
Treat and resolve all client cases received for billing team.
Understand
Understand accounting processes and assist team in meeting accounting deadlines.
Update
Update accounts receivable database with new accounts or missed payments.
Update process documentation as required.
Update the final booking status in the system for accurate invoicing.
Use
Use technology to streamline manual processes.
Validate
Validate and update customer account information.
Verify
Verify accuracy of billing data and revises any errors.
Work with
Work closely with Legal Professionals to manage the billing process from beginning to end.
Work closely with service / operations manager to review weekly billings.
Work directly with A / P, A / R, Credit & Collections Team on resolving any invoicing issues.
Work with client contacts and H+K's accounts receivable team to address billing enquiries.
Work with law firms and vendors to remediate any issues related to staff onboarding.
Work with the legal assistant in correcting any errors.
Most In-demand Hard Skills
The following list describes the most required technical skills of a Billing Coordinator:
Billing
Finance
MS Outlook
MS Office
Business
Most In-demand Soft Skills
The following list describes the most required soft skills of a Billing Coordinator:
Written and oral communication skills
Attention to detail
Organizational capacity
Analytical ability
Interpersonal skills
Problem-solving attitude
Work independently with little direction
Detail-oriented
Organized
Work under pressure
Multi-task
Leadership
Teamwork
Priority management
Self-motivated
Time-management
Accurate
Flexible
Team player
Self-starter
