Contracts & Billing Administrator

TriMark•Albany, GA

About The Position

The Contracts & Billing Administrator supports the efficient execution of contract administration and billing processes. The role manages contract records, reviews terms and requirements, prepares invoices in accordance with contractual and client requirements, and handles related billing and accounts receivable activities. It also maintains and analyzes contract and billing data, verifies and reconciles order, shipment, pricing, freight, and invoice information, and coordinates with internal teams and external stakeholders to resolve issues. The administrator contributes to process improvements and assists with outside audits and invoice sampling. Experience with Infor M3 is a significant plus.

Requirements

1–2 years of relevant experience in billing, accounts receivable, or equivalent military or practical experience.
Strong organizational and time-management skills.
Excellent written and verbal communication skills.
Detail-oriented, with a commitment to accuracy.
Ability to work collaboratively in a team environment.
Analytical mindset and ability to interpret and analyze contract and billing data.
Ability to adapt to new processes and technologies.
Strong critical-thinking skills and a proactive approach to addressing challenges.
Strong understanding of accounting and the end-to-end order-entry and shipping process to determine when orders are billable.
Proficiency in Microsoft Office applications.

Nice To Haves

Experience with Vendor Management Systems (VMS) and M3.
Prior experience in food service equipment.

Responsibilities

Manage and organize contract documents and records, ensuring accuracy and completeness.
Review contract terms and conditions and identify key details and requirements.
Execute billing processes, including data entry, invoicing, and documentation, ensuring compliance with contractual terms and client requirements.
Process credit memos, checking serial numbers against original invoices and including return freight and restocking fees.
Create prepayments and manage interactive invoices.
Follow up on past-due accounts receivable to determine why invoices remain open.
Maintain and analyze contract and billing data using Infor M3 and other relevant systems; verify and reconcile data and generate reports as needed.
Check inbound and outbound freight, purchase orders, serial numbers, shipment status, and cost versus sales price to help minimize losses.
Check vendor invoices for pricing and missing freight on prepay-and-add vendors.
Coordinate with accounts payable to ensure direct-ship invoices are received.
Communicate with internal teams and external stakeholders about contract and billing matters, and collaborate to resolve inquiries and issues.
Work with the internal coordination team to locate prepayments and help resolve backlogged shipments for items on back order.
Email invoices to customers and assist with accounts receivable questions.
Upload invoices to third-party payment portals or create spreadsheets summarizing billed invoices.
Work with accounts payable to receive direct-ship or installation invoices.
Work with the warehouse to find missing serial numbers, freight tracking and charges, and final costs for dedicated-truck shipping.
Assist with outside audits and invoice sampling.
Identify process-improvement opportunities and participate in initiatives to improve departmental efficiency and effectiveness.