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 contract terms, prepares and processes invoices, maintains and analyzes billing data, and works with internal teams and external stakeholders to resolve billing, shipment, and accounts receivable issues. The administrator also supports audits and contributes to process improvements within the Contracts & Billing department. Experience with Infor M3 is a significant plus.

Requirements

One to two 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.
Attention to detail and commitment to accuracy.
Ability to collaborate in a team environment.
Analytical 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, including determining when orders are billable.
Proficiency in Microsoft Office applications.

Nice To Haves

Experience with Infor M3.
Experience with Vendor Management Systems (VMS).
Prior experience in foodservice equipment.

Responsibilities

Manage and organize contract documents and records, ensuring accuracy and completeness.
Review contract terms and conditions and identify key details and requirements.
Perform billing data entry, invoicing, and documentation, ensuring invoices comply with contract 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 in Infor M3 and other relevant systems.
Verify and reconcile data and generate reports, including reviewing freight, purchase orders, serial numbers, shipment status, and cost versus sales price.
Check vendor invoices for pricing and missing freight on prepaid and added vendor orders.
Coordinate with accounts payable to receive direct-ship and installation invoices.
Communicate with internal teams and external stakeholders about contract and billing matters, and resolve inquiries and issues.
Work with the internal coordination team to locate prepayments and address back-ordered items and delayed shipments.
Email invoices to customers and assist with accounts receivable questions.
Upload invoices to third-party payment portals or prepare spreadsheets summarizing billed invoices.
Work with the warehouse to locate 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 increase department efficiency and effectiveness.