Billing Specialist

ASM Global•El Paso, TX

2d•Onsite

About The Position

The Billing Specialist plays a crucial role in ensuring accurate and timely billing for a dynamic marketing department focused on destination, venue, and event marketing. This position requires a highly organized and detail-oriented individual with excellent communication skills and a strong understanding of billing procedures. The Billing Specialist will work closely with various internal teams (marketing, sales, finance, event services, etc.) and external vendors to process invoices, track expenses, and maintain financial records. This role will also provide support to the marketing team with administrative tasks and projects as needed. ESSENTIAL DUTIES AND RESPONSIBILITIES Invoice Processing: Receive and review marketing invoices from vendors, working with the Strategic Marketing Manager and relevant team members, to ensure accuracy and compliance with contracts. Code invoices appropriately with the correct project, campaign, or event. Collaborate with various departments to obtain the necessary approvals for processing invoices, ensuring timely and accurate payment. Maintain accurate records of all invoices and supporting documentation. Purchase Order Requests: Coordinate with the rest of the marketing team to obtain required information for purchase orders (POs). Request and generate POs for vendor services and purchases, ensuring accurate alignment with project budgets. Track the status of POs, ensuring they are approved and processed in a timely manner, and communicate any issues to the Strategic Marketing Manager or project lead. Expense Tracking: Track and monitor marketing expenses. Reconcile marketing expenses against budgets and identify any discrepancies. Prepare expense reports for management review. Vendor Communication: Serve as the primary point of contact for marketing vendors regarding billing inquiries. Resolve billing discrepancies and disputes in a professional and efficient manner. Maintain strong relationships with key marketing vendors. Financial Reporting: Assist in generating financial reports related to marketing billing and expenses. Analyze billing data to identify trends and potential cost-saving opportunities. Provide support for budget preparation and forecasting. Process Improvement: Identify opportunities to streamline billing processes and improve efficiency. Contribute to the development and implementation of new billing procedures. Marketing Support: Support SMM by compiling monthly metrics for end-of-the month Advisory Board reports. Assist with marketing projects and initiatives as assigned, such as data entry, research, and content creation.

Requirements

2+ years of experience in a billing or accounts payable role, preferably within a marketing or advertising agency environment.
Bachelor’s degree in Accounting, Finance, or related field.
Strong understanding of billing procedures and best practices.
Proficiency in accounting software and Microsoft Office Suite (Excel, Word, Outlook).
Excellent communication, interpersonal, and customer service skills.
Highly organized and detail-oriented with the ability to manage multiple tasks simultaneously.
Ability to work independently and as part of a team.

Nice To Haves

Knowledge of marketing and event industry is a plus.

Responsibilities

Receive and review marketing invoices from vendors, working with the Strategic Marketing Manager and relevant team members, to ensure accuracy and compliance with contracts.
Code invoices appropriately with the correct project, campaign, or event.
Collaborate with various departments to obtain the necessary approvals for processing invoices, ensuring timely and accurate payment.
Maintain accurate records of all invoices and supporting documentation.
Coordinate with the rest of the marketing team to obtain required information for purchase orders (POs).
Request and generate POs for vendor services and purchases, ensuring accurate alignment with project budgets.
Track the status of POs, ensuring they are approved and processed in a timely manner, and communicate any issues to the Strategic Marketing Manager or project lead.
Track and monitor marketing expenses.
Reconcile marketing expenses against budgets and identify any discrepancies.
Prepare expense reports for management review.
Serve as the primary point of contact for marketing vendors regarding billing inquiries.
Resolve billing discrepancies and disputes in a professional and efficient manner.
Maintain strong relationships with key marketing vendors.
Assist in generating financial reports related to marketing billing and expenses.
Analyze billing data to identify trends and potential cost-saving opportunities.
Provide support for budget preparation and forecasting.
Identify opportunities to streamline billing processes and improve efficiency.
Contribute to the development and implementation of new billing procedures.
Support SMM by compiling monthly metrics for end-of-the month Advisory Board reports.
Assist with marketing projects and initiatives as assigned, such as data entry, research, and content creation.