Billing Specialist

Apache Industrial•Houston, TX

4d•Onsite

About The Position

Apache Industrial Services is hiring a full-time, hourly Billing Specialist to prepare, submit, and maintain customer invoices for assigned projects and regions. The position handles high-volume billing across various contract types and ensures invoices align with contract terms, customer requirements, applicable tax rules, and company policy. The specialist works with operations, Accounts Receivable, and customers to resolve billing questions and discrepancies. This is an in-office role and has no supervisory responsibilities. The role includes reviewing contracts, purchase orders, and service agreements; tracking project status and invoice readiness; maintaining customer billing records; preparing invoices and related billing adjustments; reconciling records; resolving disputes; supporting collections and month-end close; and preparing reports. The employee also follows company safety procedures and supports continuous improvement of the safety program and quality management system. Apache Industrial Services describes a team-oriented workplace with opportunities to gain experience, grow, and advance.

Requirements

At least 1 year of billing, accounts receivable, or accounting experience.
Experience handling high-volume invoicing with a high degree of accuracy.
Strong organizational and time-management skills, including the ability to prioritize multiple tasks and meet billing-cycle and month-end deadlines.
Strong attention to detail and accuracy in data entry and invoice preparation.
Ability to read and interpret contract billing terms.
Proficiency with Microsoft Office, including Excel (VLOOKUPs and pivot tables), SharePoint, Outlook, and Word.
Strong analytical and problem-solving skills.
Clear, professional written and verbal communication with internal teams and customers.
Discretion in handling confidential financial information.
Ability to work independently and as part of a team.
Ability to perform the essential functions of the position, with or without reasonable accommodation.

Nice To Haves

Bachelor’s degree in Accounting, Finance, or a related field.
Experience using Microsoft Dynamics SL (Solomon).
Billing experience in the engineering and construction industry, including AIA pay applications and retainage.

Responsibilities

Review and interpret contracts, purchase orders, and service agreements to confirm billing terms.
Monitor invoice requests and coordinate with operations to track project status and identify work ready to bill.
Apply knowledge of cost components, such as time and materials and labor, to ensure accurate billing.
Maintain customer billing accounts and records in the billing system, including validating Tax Identification Numbers.
Generate invoices, credit memos, and debit memos.
Submit invoices according to customer requirements, including through email, online portals, AIA pay applications, and TRACK, and prepare and mail paper invoices when needed.
Perform billing adjustments, including reissuing, canceling, or crediting invoices and adjusting rates as needed.
Ensure invoices comply with applicable tax regulations and company policy.
Reconcile billing records against contracts, purchase orders, and service agreements.
Investigate and resolve billing discrepancies and disputes with internal teams and customers.
Respond to customer and employee questions about invoices and payments.
Coordinate with Accounts Receivable on outstanding balances and gather documentation needed to collect overdue accounts.
Post daily and weekly revenue into the reporting system and support month-end close.
Prepare periodic billing reports and summaries for management.
Retain supporting documents and customer communications.
Follow company safety rules and procedures and support continuous improvement of the safety program and quality management system.
Perform other duties as assigned.