Billing & Receivables Specialist

Remote
Full Time
Experienced
Billing & Receivables Specialist
 
Are you an enthusiastic individual who loves helping customers? Are you interested in joining a growing team with a great culture who works hard but likes to have fun? As a highly experienced Billing & Receivables Specialist here at Patch My PC, your day-to-day will include overseeing customer invoicing, processing customer payments, maintaining accounts receivable records, responding to internal customer account inquiries, communicating with customers, and following up on past due balances. You will have the opportunity to work with a dynamic, high-performing team in a fast-paced, ever-changing work environment.  
 
This is a fully remote work-from-home (WFH) position.

COMPENSATION INFORMATION:
  • Base Salary:
    • The salary range is between $57,600 - $86,400 based on your applicable work experience and cost of living. 
*Note: Salary for this position may vary based on geographical location, considering cost-of-living differences. The compensation package will be determined in alignment with local market standards, ensuring a fair and competitive remuneration reflective of the specific location where the successful candidate will be employed.


BENEFITS OFFERED BY PATCH MY PC
  • To view more detailed information about benefits offered at Patch My PC, please see https://patchmypc.com/careers#we-care
  • Medical (99% of premium covered by Patch My PC)
    • For qualified plans, Patch My PC contributes $2,000/yr into your Health Savings Account (HSA)
    • For qualified plans, Patch My PC matches up to $500/yr into your Flexible Spending Account (FSA)
  • Dental
  • Vision
  • 401k (match 200% of contributions up to the first 5% of salary)
  • 3 months of paid Paternal Leave
  • 3 weeks of paid time off, as well as sick leave, volunteer leave, and bereavement
    • Increases with tenure
  • 3 days of paid volunteer leave
  • Tuition reimbursement up to $5,250 a year
  • Gym Membership / Equipment Reimbursement $900 annually 
  • Monthly Internet Stipend
  • Pet Insurance
  • Life Insurance
  • Short and Long-term disability
  • 200% matching of team member donations to charitable organizations up to $5,000.00/yr
 

Position Overview:
As a Billing & Receivables Specialist you play a critical role in both billing and collecting all company revenue, which is based on B2B software / SaaS subscriptions. You will ensure that all customers are billed accurately and invoices are delivered timely via customers’ preferred method. You will handle queries from our sales team and respond to customer requests. You will process customer payments. You will monitor and take action on overdue balances. If you are a detail-oriented, proactive individual who is passionate about overseeing our receivables and creating an exceptional experience for customers and team members, we want to hear from you!

Key Responsibilities:

Billing
  • Oversee customer invoicing. The invoicing may be partly generated by the sales team, but your role will be to verify that processes are in place to ensure accurate billing.
  • As a part of the billing responsibilities, you will ensure the correct sales tax is being applied (this is mostly automated). For tax-exempt customers, you will ensure tax-exempt status is documented and kept up to date.
Customer payment set-up
  • Complete or update finance portion of customer “vendor forms” (e.g. Patch My PC general information such as W-9 and banking details).
  • Register Patch My PC on customers’ preferred payment platforms.
Invoice delivery
  • Oversee or directly handle invoice delivery to customer’s preferred payment platform. This would involve understanding the requirements of each platform (e.g. Ariba, Coupa, Bill.com, and others), handling new set-up if needed, and inputting invoice details to the platform.
  • Seek opportunities to enhance this process (e.g. explore possible automated solutions)
Processing customer payments
  • Identify all customer payments received each day paid through various means (credit card, ACH, wire, check/bank lockbox), match to related invoices, and record the payments.
  • Notify the sales team of payments status.
  • Research and resolve any discrepancies between customer payments and invoice totals. Might involve conferring with sales team or customer.
  • Ensure customers are aware and update their records if/when payments are sent to invalid bank account or PO box (related to recent bank transition.)
Responding to internal queries
  • Provide a great support experience to our sales team or other team members by responding promptly and professionally to any questions – which will especially relate to customer invoices, payment status, or records. 
Communicating with customers
  • Provide a great support experience to our customers by responding promptly and professionally to any queries – for example, related to payment methods and status, request to set up a new accounts payable payment platform, request to complete or update a vendor form, etc.
Collections
  • Ensure past due notices are sent to customers on an established schedule (a mostly automated process).
  • Monitor the accounts receivable aging report and taking action as appropriate to follow up on or resolve past due amounts, which in rare cases might include arranging for license subscription to be disabled.
  • Reconcile and comment on the receivables aging report as a part of month-end close.
Monitoring and reporting on customer payment and receivable trends
  • Calculate and track statistics on customers such as days sales outstanding.
  • Track other relevant customer payment trends that could be useful in enhancing efficiency and saving costs, such as:
    • Trends in terms of preferred payment platforms
    • % of customers paying in various methods, with possible breakdown for international vs U.S. customers
    • Evaluation of credit card costs and trends
Documentation
  • Ensure key receivable processes are well documented and kept up to date.
  • Ensure supporting documents for customer transactions or G/L journal entries are maintained in an organized manner that is easy for Finance team members to access / locate.
Cross-training
  • Help to develop and maintain a plan for cross training team members in essential receivables functions, with periodic reinforcement.
  • In a similar manner, be cross trained in other Finance functions as requested, and ensure related skills and knowledge are kept up to date.
Continuous improvement
  • Seek opportunities to increase efficiency and effectiveness of the Billing & Receivables function, and to enhance internal and external customer support / experience.
  • Continuously seek to improve your own skills and knowledge (e.g. shadowing someone in the sales team, reading book, attending seminar, taking Excel refresher, etc.)
Other Duties
  • Carry out additional duties or projects as assigned by Finance team management to support the overall goals of the department and Patch My PC.
Qualifications:
  • Billing and Accounts Receivable experience: at least 2 years handling significant volume, submitting to third-party payment platforms, and working with multiple payment methods.
  • Proficient in QuickBooks Online.
  • Solid Excel skills.
  • Excellent communication and interpersonal skills.
  • Clear, concise writer (email communications).
  • Proficiency in Outlook and other Microsoft Office Suite tools.
  • Positive attitude and a passion for supporting team members and driving a positive workplace culture.
Some nice-to-haves (though not required):
  • Associate degree in accounting
  • Experience with software / SaaS subscription-based products
  • Experience with ERP such as NetSuite or Sage Intacct
  • Experience interacting with a CRM (for example Salesforce)
  • Familiar with using Microsoft Teams
  • Experience interacting / communicating with international customers or team
In addition to those traits you must also have the following:
  • Have the capacity to quickly learn new tools and technologies 
  • Strong knowledge of basic computer tasks (web browsers, word processing, etc.) 
  • Ability to be flexible (startup culture) 
  • Ability to prioritize and multitask 
  • Strong organizational skills 
  • Ability to work both independently and collaboratively toward a goal 
  • Attention to detail 
  • Ability to maintain confidentiality  
  • Strong problem-solving skills 
  • Continuous learner  

Patch My PC is an Equal Opportunity Employer and is committed to a policy of equal treatment and opportunity in every aspect of its recruitment and hiring process without regard to age, alienage, caregiver status, childbirth, citizenship status, color, creed, disability, domestic violence victim status, ethnicity, familial status, gender and/or gender identity or expression, marital status, military status, national origin, parental status, partnership status, predisposing genetic characteristics, pregnancy, race, religion, reproductive health decision making, sex, sexual orientation, unemployment status, veteran status, or any other legally protected basis. Women, racial and ethnic minorities, persons of minority sexual orientation or gender identity, individuals with disabilities, and veterans are encouraged to apply for vacant positions at all levels. 
 
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