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Invoicing Specialist

Waltham, MA 02451

Posted: 03/13/2025 Employment Type: Perm Industry: IT Job Number: BBBH82675_1741891364 Pay Rate: US$53000 - US$83000 per year

Job Description


Job Title: Invoicing Specialist

Job Location: Waltham MA 02451

Onsite Requirements:
  • Attention to Detail
  • Client Communication and Relationship Management
  • Process Improvement and Software Knowledge

Job Description:
  • The Invoicing Specialist is responsible for managing the end-to-end invoicing process within our staffing agency.
  • This role ensures accurate and timely billing, maintains financial records, and collaborates with various internal teams to resolve billing issues and enhance the overall efficiency of the invoicing process.

Key Responsibilities:

Invoice Preparation:
  • Generate and issue invoices based on timesheets, contracts, and placement agreements.
  • Ensure accuracy in all billable hours, expenses, and fees.

Data Entry:
  • Accurately enter billing information into the financial system.
  • Maintain up-to-date records of all invoicing activities.

Client Communication:
  • Liaise with clients to resolve invoicing issues or discrepancies.
  • Provide detailed explanations of invoice components as needed.

Reporting:
  • Prepare regular reports on invoicing activities, outstanding invoices, and payment statuses.
  • Provide financial data to management for decision-making purposes.

Compliance and Documentation:
  • Ensure all invoicing activities comply with company policies, accounting principles, and relevant regulations.
  • Maintain organized and up-to-date invoicing records and files.

Process Improvement:
  • Identify and implement improvements to the invoicing process to increase efficiency and accuracy.
  • Suggest and assist in implementing software tools or systems that streamline invoicing tasks.

Client Account Management:
  • Maintain detailed records of client accounts, including billing preferences and special requirements.
  • Work closely with account managers to ensure client satisfaction with billing processes.

Issue Resolution:
  • Address and resolve billing disputes/discrepancies in a timely and professional manner.
  • Collaborate with the collections team to manage delinquent accounts.

Team Collaboration:
  • Collaborate with the payroll department to ensure accurate and timely payments to temporary staff and contractors.
  • Coordinate with the sales and recruitment teams to understand contract terms and billing details.
  • Collaborate with Accounts Receivable Department on resolution of discrepancies.

Training and Development:
  • Stay updated on industry best practices and changes in billing regulations.

Special Projects:
  • Assist with special projects as assigned by management, such as system upgrades or process overhauls.
  • Assist with creating comprehensive desk procedures.

  • ** 3rd party and subcontract staffing agencies are not eligible for partnership on this position. 3rd party subcontractors need not apply.
  • This position requires candidates to be eligible to work in the United States, directly for an employer, without sponsorship now or anytime in the future. **
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About Waltham, MA

Discover exciting job opportunities in the vibrant area surrounding Waltham, Massachusetts! Known for its rich history, picturesque scenery, and bustling economy, Waltham offers job seekers a unique blend of innovation and tradition. Home to renowned universities, cutting-edge technology companies, and a thriving cultural scene, this city has something for everyone. Explore job listings in this region and unlock the door to a career filled with growth, charm, and endless possibilities. From strolling along the Charles River to catching a game at Fenway Park, there's no shortage of enchanting experiences waiting for you in the Waltham area. Start your job search today and embark on a rewarding career journey in one of the most inviting locations in the Northeast.