Billing Specialist ll

One Workplace•Santa Clara, CA

About The Position

The Billing Specialist II serves as a billing and operational support partner for internal and external California clients supporting Field Services and Warehouse operations. This role is responsible for processing, auditing, and maintaining accurate billing, labor, and financial records while ensuring timely and accurate reporting. The Billing Specialist II works cross-functionally with Operations, Finance, Project Management, and external vendors to support billing accuracy, job costing processes, invoice management, and departmental tracking. This position requires strong analytical skills, attention to detail, customer service, and the ability to manage multiple priorities.

Requirements

Associate’s degree (A.A.) from a two-year college or university preferred; or 2–4 years of related billing, operations, accounting support, or administrative experience; or an equivalent combination of education and experience.
Strong knowledge of billing systems, operational processes, and the ability to quickly learn internal software platforms and operating systems.
Exceptional customer service skills with the ability to professionally support internal teams, external vendors, and customers.
High level of accuracy in data entry, billing review, and financial reporting.
Strong attention to detail with the ability to identify discrepancies and resolve issues proactively.
Strong analytical and problem-solving skills.
Ability to prioritize and manage multiple tasks in a fast-paced, deadline-driven environment.
Strong verbal and written communication skills.
Ability to work independently with moderate supervision while exercising sound judgment and accountability.
Intermediate proficiency in Microsoft Office and reporting tools.
Dedication and commitment to promoting diversity, multiculturalism, and inclusion in all work activities.
Ability to collaborate effectively within diverse teams to foster productive outcomes.

Nice To Haves

Prior knowledge of office furniture industry operations and systems is preferred.

Responsibilities

Process and audit billing, accruals, liquidation, labor reporting, and related documentation for Field Services and Warehouse operations.
Manage and audit daily time entry functions for installation, warehouse, temporary staff, and subcontractor labor to ensure accuracy and proper cost allocation.
Process subcontractor time reports, bid labor invoices, work orders, and labor-related documentation for verification and payment approval.
Review and audit labor lines, change orders, job costing, labor rates, and supporting labor quotes for installation projects and key customer accounts.
Report and reconcile unbilled labor hours, accruals, and monthly liquidations.
Maintain departmental tracking records and ensure accuracy of billing, labor, vendor, and financial data.
Create, update, and maintain employee, subcontractor, labor rate, pricing, and billing documentation across internal systems including MXT, Hedberg, and SharePoint.
Review and audit operational, billing, aging, and labor reports to identify discrepancies and ensure accurate reporting.
Coordinate with Finance, HR, Operations, Management, and external vendors to resolve billing discrepancies, labor issues, and ensure compliance with company policies and labor regulations.
Report attendance, timekeeping, and labor discrepancies to Installation Supervisors and Management.
Assist with creating, updating, and maintaining billing processes and procedures to support operational consistency and efficiency.
Participate in monthly job costing and operational review discussions.
Provide support and guidance to Billing Specialist I team members as needed.
Perform additional billing, reporting, and operational support tasks as assigned.