Billing Associate

W Services Group LLC•Hauppauge, NY

About The Position

The Billing Associate will be responsible for managing the Document Management System (DMS), ensuring that all invoices and relevant paperwork are accurately uploaded and maintained. This role will also involve processing a high volume of client invoices through a proprietary Windows-based system, coordinating with vendors to collect required documentation, and handling communications related to missing paperwork. The ideal candidate will have strong attention to detail, good communication skills, and the ability to manage tasks efficiently in a fast-paced environment.

Requirements

1-2 years of experience in an or administrative role, particularly in invoicing, document management, or accounts payable, preferred.
Ability to work under pressure, handle varying workloads and manage multiple tasks in a fast-paced environment
Able to process a high volume of invoices per week
Administrative duties – filing, photocopying, scanning, emailing
Proficient in MS Word/Excel with formulas & pivot tables
Detail oriented, professional attitude, reliable
Ability to interact with both employees and vendors in a professional manner
Ability to prioritize workload to allow for the expedited processing
Excellent communication skills, both written and verbal.

Responsibilities

Manage and maintain the Document Management System (DMS) to ensure all invoices, paperwork, and supporting documents are accurately uploaded and organized.
Regularly review and clean up DMS to ensure that all documents are correctly categorized and accessible.
Communicate with vendors via email and phone on a weekly basis to request missing paperwork required for invoicing.
Track and follow up on outstanding paperwork and work with vendors and internal teams to ensure timely receipt of all necessary documentation.
Process high volumes of client invoices utilizing the company’s proprietary Windows-based invoicing system.
Submit invoices to third-party platforms and ensure proper invoicing procedures are followed for each client.
Ensure all invoices are accurate and reflect correct client details, services, and charges.
Ensure that invoices and related documents match, reconciling discrepancies where applicable.
Work with internal teams to address any issues related to missing or incorrect documentation.
Act as a liaison between vendors and the accounting department to ensure smooth communication and resolution of any invoice or documentation-related issues.
Follow up on pending invoices and assist in resolving discrepancies with vendors when necessary.
Participate in special projects or initiatives as assigned
Adapt to changing priorities to support department and organizational goals.
Support cross-functional initiatives to improve processes, efficiency, or team outcomes.