Billing Specialist at USA Industries, LLC (USAI)

OVERVIEW:

USA Industries, LLC. (USAI) is an ISO 9001:2015 certified, American manufacturer. USAI exists to rapidly deliver essential products and innovative solutions to its customers. The company specializes in the design, production, and supply of Piping Isolation & Testing Products, Flow Measurement Products, Heat Exchanger Tools, and Tube Plugs. Our products are critical to safe and effective construction, maintenance, and repair of piping systems and heat transfer equipment found in refineries, petrochemical and chemical plants, power plants, and other industrial processing and commercial facilities throughout the world. We support our customers 24/7/365 during their construction projects, turnarounds, shutdowns, routine maintenance, and emergency repairs. USA Industries boasts an established product line, multiple patents, in-house engineering/design, state-of-the-art machines, and unrivaled customer service. 

At USA Industries, we believe an accountable workplace is built upon a foundation of trust. We support one another and value open, honest communication. We meet the needs of each other and our customers through collaboration and creative solutions.

USAI differentiates itself as a leading designer, manufacturer, and supplier through the innovation, responsiveness, and professionalism of its employees. At USAI, each employee brings unique ideas and experiences to the organization while gaining new, valuable knowledge and skillsets. Every individual at USAI is an integral part of a unified team, focused on continuous growth of the organization under its mission, vision, and values.

JOB SUMMARY:

As a Billing Specialist at USA Industries, you will assume a pivotal role in managing the intricate web of financial transactions and invoicing processes essential for the company's daily operations. Reporting to the Accounting Manager, your primary responsibility involves overseeing the billing and invoicing cycle, ensuring accuracy, efficiency, and adherence to company policies and standards, while also maintaining comprehensive reports for reference and analysis. The Billing Specialist acts as a liaison between customers, inside sales representatives, and the accounting department to ensure proper billing procedures are followed.

In this fast-paced environment where precision and timeliness are paramount, you will leverage your expertise in billing procedures and financial systems to streamline operations and optimize revenue generation. Your role will entail close collaboration with various internal stakeholders, including sales teams and accounting personnel, to gather necessary information and facilitate smooth billing processes. You will interact extensively with customers, addressing inquiries, resolving billing discrepancies, and maintaining positive relationships to ensure satisfaction and retention. Your attention to detail and analytical skills will be instrumental in generating comprehensive billing reports, offering insights into revenue trends, outstanding payments, and areas for improvement.

Joining USA Industries as a Billing Specialist presents not only the opportunity to excel in a dynamic and challenging role but also the chance to contribute significantly to the company's financial health and operational efficiency. With the support of a collaborative team and access to cutting-edge tools and technologies, you will have the platform to hone your skills, drive process improvements, and play a vital role in achieving our strategic objectives.

JOB DUTIES AND RESPONSIBILITES:

• Embrace and exemplify company’s core values of Trust, Support, Communication, Collaboration, and Creative Solutions.
• Receive packing slips from the Shipping Department and sales orders from both the Sales and Shipping Departments.
• Thoroughly review orders to ensure all miscellaneous fees, freight charges, and taxes are accurately accounted for. Verify that all information on sales orders and purchase orders matches, including checking for accuracy in addresses and ensuring that purchase order and credit card transactions are correctly applied. Collaborate with the sales team to clarify any discrepancies, such as freight or rental charges related to swap-outs.
• Process billing for both consumables (items sold) and rentals (items rented) to customers. Mark all items that shipped the previous day as shipped in Epicor, enabling the AR Generalist to pull the invoice and the Billing Specialist to send it to the customer.
• Manage both cycle and final billing for rentals, including processing any buyout or damaged goods billing in both Sage and Epicor. 
• Ensure proper invoicing within standard policies reflective of customers' requirements.
• Ensure accurate tracking of tools, equipment, or materials associated with rental orders.
• Verify billing accuracy for rentals that have been returned. 
• Implement and manage a return window for missing items, adhering to company policies and procedures.
• Collaborate closely with the Accounts Receivable (AR) team to guarantee billing accuracy.
• Send invoices to customers via mail, email, or portal sites according to customer terms.
• Promptly process credit card transactions as needed, including shipments that departed the previous day with a credit card on file and the Billing Department will manage freight and miscellaneous charges. 
• Handle partial credit card refunds for overpayments, overbilling issues, or early rental returns.   
• Assist with PO change orders for both rentals and purchases by liaising with sales for updates, increases, and date expirations.
• Respond to RMAs promptly at the request of the Sales Department. Responsible for creating (RMAs) and sending them to Inside Sales and Shipping/Receiving Once received, the billing specialist will process the RMA.
• Finalize the RMA process meticulously, verifying items received, authorized signatures, and ensuring accurate credits.
• Update customer contact information and addresses regularly to maintain up-to-date records. 
• Upload and maintain customers' tax certificates within Avalara for compliance purposes.
• Conduct thorough credit checks on new customers to assess risk. Send a file to references and provide the resulting report to the next level of authority for evaluation. 
• Assist in establishing and managing credit limits and terms to effectively mitigate credit risk, deferring to the next level of authority.
• Monitor payment status on billed accounts and assist in the collections process, investigating delinquent accounts and contacting customers for payment promptly.
• Monitor expected payment dates and make allowances with management approval, ensuring proactive management of accounts receivable.
• Maintain clear and friendly communication with the Sales group, fostering a collaborative working relationship.
• Fill in for other team members in the Billing group as needed and instructed by management, ensuring seamless continuity of operations.
• Execute various tasks, as assigned by your manager, supervisor, or company officer, whether within your standard duties or as requested beyond regular responsibilities.  

QUALIFICATIONS:

Education

• High School Diploma required; Associate degree preferred but not required.

Work Experience

• 2-3 years in an Accounting/Office Administration role preferred.

Skills

• Foundational accounting knowledge coupled with strong mathematical proficiency.
• Capacity to thrive in a fast-paced environment with minimal oversight.
• Effective communication abilities and demonstrated aptitude in problem-solving.
• Sound understanding of business ethics principles.
• Commitment to maintaining utmost confidentiality and discretion.
• Proficient in Microsoft Excel with advanced skills.

Physical Requirements

• Must be able to communicate clearly and effectively; capable of listening intently; visual acuity to process reports. 
• Must be able to sit at a desk for long periods of time.  
• Office located on second floor, must be able to climb up and down stairs daily.