Billing specialist

Safebound•Greenacres City, FL

About The Position

Safebound Moving & Storage is seeking a highly organized, detail-oriented Billing Specialist to support its logistics, moving, warehousing, and white-glove delivery operations. The role ensures completed services are reviewed, documented, invoiced accurately, and followed through to payment. The Billing Specialist reviews variable job charges—including schedules, labor hours, materials, storage, transportation, and additional services—and identifies discrepancies before invoices reach clients. The position handles billing and invoicing, supports accounts receivable, and communicates with clients and internal teams. The role works with Operations, Dispatch, Sales, Account Managers, and Warehouse personnel to resolve discrepancies and maintain a smooth transition from job completion through billing and payment. Safebound Moving & Storage and its Safebound Luxury division provide moving, logistics, warehousing, receiving, delivery, and white-glove services throughout Florida.

Requirements

Strong attention to detail and ability to identify discrepancies.
Comfort working with numbers, rates, percentages, and time-based billing.
Strong organizational and time-management skills.
Proficiency with Microsoft Excel and/or Google Sheets.
Ability to learn company software, CRM, accounting, and logistics systems.
Strong written and verbal communication skills.
Ability to handle confidential financial and client information professionally.
Comfort communicating with clients about invoices and outstanding balances.
Ability to manage multiple accounts, deadlines, and priorities simultaneously.

Nice To Haves

Previous experience in billing, accounts receivable, bookkeeping, accounting support, or administrative finance.
Experience in moving, logistics, warehousing, transportation, construction, interior design receiving, or service-based businesses.
A highly organized, process-driven approach and ability to work independently.
Confidence following up with clients and identifying inconsistencies.
Ability to work across departments and prioritize urgent billing deadlines.
Professionalism when handling billing questions or disputes.

Responsibilities

Prepare and issue accurate client invoices for completed jobs, services, and storage.
Review job documentation before billing, including labor hours, crew size, truck time, travel, materials, storage, receiving, delivery, and additional services.
Verify that all billable services performed are properly captured.
Compare estimates and approved pricing with final job charges.
Apply applicable fees, surcharges, discounts, and client-specific pricing.
Maintain recurring and monthly billing for storage and ongoing accounts.
Process approved billing adjustments, credits, and corrections.
Submit invoices according to client-specific billing requirements and deadlines.
Provide weekly revenue reports and assist the Accounting team with historical revenue information.
Review completed job paperwork, work orders, bills of lading (BOLs), crew notes, photos, receipts, and supporting documentation.
Communicate with Operations, Dispatch, Sales, Account Managers, and Warehouse personnel to resolve billing discrepancies.
Monitor outstanding and past-due invoices and maintain accurate invoice-status and client-balance records.
Send professional payment reminders and follow up on outstanding balances.
Assist with client billing questions and invoice disputes.
Provide statements, invoice copies, receipts, and supporting documentation when requested.
Escalate aging or problematic accounts to management when necessary.
Record and reconcile incoming payments as assigned.
Respond professionally to billing-related questions from clients.
Work with Sales and Account Management to understand client pricing agreements.
Coordinate with Operations to ensure job information is complete and accurate.
Communicate discrepancies promptly and help maintain a smooth handoff from job completion through billing and payment.