Billing Specialist - Virtual Company
Lake Mary, FL 32746
About the Job
Please see the below for description and volume of tasks associated with this role. ?
- Volume – I’m going to break this down into a few categories.
- Direct delivery invoicing – entails simultaneously invoicing a sales order to our customer (our receivable) and purchase order to our vendor (our payable) related to our vendor directly delivering goods to our customers.
i. Frequency: daily
ii. Average duration: can take anywhere from 5 to 10 minutes each SO/PO combination
iii. Volume: Ranges from 30 to 50 daily during the summer; winter spans 50 to 100 daily
- Statements – sending out statements that group many customers together to our AAA clubs – sent along with their itemized invoices
i. Frequency: weekly
ii. Average duration: takes about 2-3 minutes each
iii. Volume: roughly ten weekly
- Billing inquiries – answering internal questions from our operations team and from external customers.
i. Frequency: daily
ii. Average duration: takes about 5 to 10 minutes each, depending on what needs to be researched
iii. Volume: 10 to 20 daily
- Customer record maintenance – includes creating and maintaining customers records
i. Frequency: 1 to 2 a week
ii. Average duration: 15 minutes each
- Daily reconciliations: comparing sales from the source to ensure our ERP system accurately and completely reflects sales made in the field
i. Frequency: daily
ii. Average duration: takes about 10-15 minutes
iii. Volume: three reconciliations performed daily
- Month end responsibilities – invoicing monthly amounts to customers or joint venture partners
- Preferred software experience: Microsoft Dynamics 365 (aka D365); Smartsheet; Avalara; BI. Experience with our cloud based ERP system isn’t common so other GL platforms experience could be NetSuite, SAP, Peoplesoft, Great Plains. Quickbooks experience is typically indicative of a much smaller operation with less volume – which isn’t ideal for our volume and company size.
- Excel proficiency – intermediate. Very comfortable with vlookups and sumifs formulas.
- Overall proficient in Microsoft Office (Outlook, Teams, etc; specifically dealing with multi-inboxes and shared inboxes)
Questions to ask to gauge:
- Extent of communication with external customers
- How many invoices are processed weekly/daily
- How many statements are sent out (any deliverables to customers)
- Experience creating or modifying customer records
- Month end responsibilities
- Reconciliation experience
Vaco values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.
EEO Notice
Vaco is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.
Vaco LLC and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco LLC and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .
Vaco also wants all applicants to know their rights that workplace discrimination is illegal.
By submitting to this position, you agree that you will be giving Vaco the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
Privacy Notice
Vaco LLC and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco”) respects your privacy and are committed to providing transparent notice of our policies.
- California residents may access Vaco’s HR Notice at Collection for California Applicants and Employees here.
- Virginia residents may access our state specific policies here.
- Residents of all other states may access our policies here.
- Canadian residents may access our policies in English here and in French here.
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Pay Transparency Notice
Determining compensation for this role (and others) at Vaco depends upon a wide array of factors including but not limited to:
- the individual’s skill sets, experience and training;
- licensure and certification requirements;
- office location and other geographic considerations;
- other business and organizational needs.
With that said, as required by local law, Vaco believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.