Billing Supervisor (TEMP) - ACCO Engineered Systems

Overview

JOB SUMMARY:

Under the direct supervision of the Business Processes Manager, this position will be responsible for the daily activities & functions of the department. These responsibilities include, training, supervising and ensuring the success of employees performing billing, service call taking, dispatching, purchasing, and customer service functions within the Service Business Processes Department.

ESSENTIAL FUNCTIONS:

• Successfully manages the daily activities of employees in the billing, dispatching, service call taking, purchasing, data entry and customer service positions located in designated branch offices.
• Maintain relationships with external and internal customers including other administrative, sales, field personnel and management
• Update and maintain processes, procedures, and documentation for the above listed roles.
• Offer ongoing training and mentoring to departmental employees and continue to improve the efficiency and quality of their work.
• Review and approve billable work orders for accuracy before invoices are processed and sent to the customers.
• Review and approve daily field hours to ensure proper payroll processing.
• Monitoring of unbilled work in process: Create reports and processes, while working with sales and the field, to ensure that orders ready to bill are identified and timely billings occur upon completion of work.
• Download purchase orders and reports from Customers portals
• Act as conduit between Sales Personnel, Field Personnel, Finance and Business Processes to ensure continuity and consistency in our customer service experience
• Credit and Rebills: Review and approve of any credit and rebills that may need to be processed for various reasons including previous billing errors, goodwill, scopes of work covered under warranty or contract, etc.
• Update, maintain and acting owner of database master files.
• Any other duties and responsibilities as assigned by the Facility Service Business Processes Manager.
• Other tasks and duties as assigned by supervisor and/or ACCO management.
• Review the Billing Approval Screen for each posting group to make sure the Billing Coordinators are keeping up with their workload
• Redirect other Billing Coordinators to help out in areas when needed.
• Review the Open Work Orders to escalate any completed job that had not automatically escalated to “Review”.
• Run a Days-To-Bill report at month-end and review with each Billing Coordinator.
• Check with Sales personnel periodically to discuss how well their Billing Coordinators are supporting them, and if there are any areas that require improvement.
• Review completed maintenance to make sure they are being closed in an expeditious manner.
• Review trailing costs to make sure they are being closed.
• Have regular meetings with the Credit Department to go over any Credit issues.
• Attend Sales Managers meetings as needed
• Attend weekly Business Processes Departmental Meetings
• Have regular meetings with your Team to discuss any procedural changes or employee issues.
• Effectively manage and develop the team of Chain Account Coordinator
• Assist the Mgr, Business Processes in performance discussions
• Train, retain, and develop staff
• Work with your direct supervisor and HR to maintain a positive work environment and provide a career path for individuals that show promise for increased responsibilities

EDUCATION AND EXPERIENCE:

• Associates or bachelor’s degree in Business or related field
• 100% accuracy in all transactions and communications with external and internal customers including other administrative, sales and field personnel and Management.
• 5+ years of billing and data entry using systems such as Great Plains or similar
• 2-3 years of supervisory experience required
• Strong analytical and problem solving skills
• Extremely comfortable with Microsoft Windows environment including Excel and Word.
• Excellent written and verbal communication skills.
• A driven self-starter with a strong work ethic to take the lead on initiatives and follow-through on commitments.
• Very organized with demonstrated ability to multitask.
• Industry experience is highly desirable.

ACCO COMPETENCIES: 

• Proactivity / Initiative: Recognizes what needs to be done and accomplishes it in a manner appropriate for one’s level/position and with minimal supervision.
• Perseverance: Shows the wherewithal to fight for difficult goals despite challenges and to bounce back from adversity.
• Insight: The ability to gather and make sense of information that suggests new possibilities.
• Engagement: Shows a knack for using emotion and logic to communicate a persuasive vision and connect with people.
• Teamwork: The ability to effectively work toward common goals with others by supporting, encouraging, and sharing information in an authentic and approachable manner.
• Big Picture: Understands and contributes to organizations’ short- and long-term business strategy.  On a personal level has independently developed a vision for short- and long-term career success.
• Motivation / Dedication: Commits to excellence in pursuing unselfish goals.  Initiates action with collective goals takes responsibility and shows personal humility.
• Technical Curiosity / Willingness to Learn: Interest in seeking out new experiences, knowledge, and candid feed, back; demonstrating an openness to learning and change.
• Problem-Solver: Ability to identify, analyze, and solve a problem in support of personal, group, department, or organizational objectives.

PHYSICAL REQUIREMENTS:

(The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

• Must regularly lift and /or move up to 30 pounds, frequently lift and/or move up to 50 pounds and occasionally lift and/or move up to 100 pounds.
• While performing the duties of this Job, the employee is regularly required to stand; walk; use hands to finger, handle, or feel and reach with hands and arms.
• Specific vision abilities required by this job include Close vision and Ability to adjust focus.
• The employee is frequently required to sit and talk or hear.
• The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl.
• The noise level in the work environment is usually moderate.
• You are a responsible person with the ability to multi-task. You understand that regular & routine attendance is required.

HOURS:

Monday through Friday beginning between 6:00 am and 7:00 am and ending between 4:00 pm and 5:00 pm, with one hour for lunch. Eight hours per day is required, and occasional overtime may be necessary due to business needs.

COMPETITVE WAGES:

$31.25 to $33.60 per hour. Applicants please note that actual compensation is determined by several factors that are unique to each candidate, including but not limited to job-related skills, depth of experience, certifications, relevant education or training, and specific work location, among others. The offered wage or salary is only one aspect of an employee's total compensation.

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