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Billing and Contracts Coordinator

2 months ago

Orland Park, United States GritHR Solutions, LLC Full time

Title: Billing and Contracts Coordinator Department:

Operations Supervisor:

CEO POSITION SUMMARY:

The Billing and Contracts Coordinator will manage, execute, and maintain detailed records of all contracts. The ideal candidate will have excellent organizational and communication skills, attention to detail, and an understanding of contractual agreements. Additionally, the Billing and Contracts Coordinator will manage all contract billing. This includes reviewing contract transactions and creating specialized invoicing to the customers on a monthly, quarterly, and yearly basis. KEY RESPONSIBILITIES: Utilizing prebuilt templates, draft and review contracts to ensure all agreement details are recognized. Maintain a centralized database for all contracts documentation, ensuring accuracy and accessibility. Fill out contract templates for customer deals. Utilize DocuSign to facilitate all contract document transactions with clients. Manage all open contracts, including communicating expirations and renewals to the Director of Sales and assigned Account Executive. Monthly, submit a report to the CEO and President on all active contracts, reporting on customer details, creation date, end date, length, type, etc. Create and manage delivery paperwork of new devices and ensure signatures are obtained by technicians of the customer acceptance at the time of delivery. Create necessary ERP records to manage the sales and service contracts related to the executed contract documentation. Contract Invoicing (50% of job) Ensure the company receives all page counts through external sources: DCA (Data Collection Agent) reports, manual counts and/or service call counts, which is utilized in the billing analysis process. Collaborate with the Service department if disruptions with a customer’s data collection affected billing. Contact customers to collect equipment data not provided in data collection software. Use external reports and manual data collection to create contract sales orders for contract customers on a monthly / quarterly basis. Analyze data to create base invoicing and overage invoicing based on contract setup. Build customer-facing backup reports to support contract invoices. Utilize the batch process, create contract billing invoices based on the inputted Sales Orders. Create all ancillary backup reports for customers based on invoice details. Calculate and process contract credit memo requests. REQUIREMENTS: Bachelor’s degree desired Managed Print/Managed Services experience highly preferred Experience in creating customer-facing documents and internal reports 3+ years creating custom invoices based on ancillary reports Experience in a B2B role, interacting directly with customers Ability to quickly solve problems, multi-task, and prioritize work Able to compose emails and other written documentation clearly and concisely Proficient with Microsoft Office Proven experience handling confidential information Excellent written and verbal communication skills Has a self-starter mindset

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