Billing Assistant

Billing Assistant

Billing and Invoicing

• a. Prepare and send accurate invoices for both print and digital products and services.
• b. Ensure timely issuance of invoices and monitor billing cycles and delivering of billing statements.
• c. Collaborate with sales, editorial, and digital teams to ensure proper billing data and rates.
• d. Assist with processing adjustments, credits, and refunds as needed.
• e. Maintain detailed records of billing transactions in the financial system.
• f. Schedule delivery of billing statements to clients.
• g. Ensure accuracy of transactions in the invoice monitoring or the accounting system.

Customer Support and Communication

• a. Act as a point of contact for client billing inquiries, providing timely and professional responses.
• b. Work with internal teams to resolve billing discrepancies or customer concerns.
• c. Follow up with clients regarding outstanding payments and coordinate with collections when necessary.
• d. Provide clear and accurate billing information to both internal stakeholders and external customers.

Financial and Administrative Support

• a. Assist in reconciling customer accounts and generating financial reports as needed.
• b. Support monthly, quarterly, and annual closing processes.
• c. Maintain confidentiality and up-to-date customer information and contract details in the billing system.
• d. Perform general administrative tasks related to billing, such as document management and filing.

Compliance and Process Improvement

• a. Compliance with internal financial policies, financial regulations and industry regulatory standards.
• b. Identify opportunities to streamline billing processes and improve operational efficiency.
• c. Reports delays in sales-related attachments or noncompliance with policies, when identified.
• d. Assist in the documentation and refinement of billing procedures.
• e. Support audits and provide requested financial documentation when required.

Minimum Qualifications

• Bachelor's degree or equivalent work experience in Accounting, Finance, Business Administration, or a related field.
• At least 1 year of relevant billing, accounts receivables, finance, or administrative support experience.
• Strong attention to detail and accuracy in data entry and financial documentation.
• Proficiency in Microsoft Office Suite, especially Excel; familiarity with billing/accounting software (e.g., QuickBooks, SAP, NetSuite) is a plus.
• Excellent written and verbal communication skills, customer service skills and basic computer operations skills.
• Ability to manage time effectively and prioritize tasks in a deadline-driven environment.
• Knowledge of billing operations, concepts, policies and procedures.
• a. Experience in a media or publishing environment.
• b. Understanding of subscription billing or advertising sales invoicing.