Client Invoicing Coordinator

POSITION SUMMARY:

The Client Invoicing Coordinator serves as the headquarters-based control point for assigned client invoicing activities and coordinates daily with the India-based offshore production team, Corporate Accounting, Treasury, Client Services, Information Technology, and Global Financial Services  invoicing team leadership. The position is responsible for driving completion of assigned invoicing tasks according to established client specific business process and schedules; conducting final quality review, coordinating with onsite Invoicing Analysts for issue resolution, and release coordination for client invoices via the client agreed delivery methodology; maintaining process documentation and control evidence; coordinating training and resolving production issues; monitoring open receivables alongside Frisco-based AR Management team members; supporting timely resolution of client inquiries; validating the application of client payments in coordination with local cash receipts team members; and maintaining balanced and audited assigned client receivable ledgers. The Coordinator also serves as the primary business representative for user acceptance testing and change-management activities affecting assigned client groups. Regular on-site interaction with headquarters-based stakeholders is essential to resolve time-sensitive exceptions, coordinate financial close and payment activities, safeguard confidential financial information, and provide immediate operational support during critical billing cycles.

PRIMARY POSITION RESPONSIBILITIES:

• Coordinate daily with the India-based production team and headquarters-based stakeholders to ensure assigned billing processes follow approved procedures, client-specific billing-cycle schedules, standard processes, service-level requirements, reporting standards, and change-management controls. Lead same-day escalation and resolution of production exceptions requiring input from Corporate Accounting, Treasury, Client Services, Information Technology, or Global Financial Services leadership.
• Perform the final quality review of invoices received from offshore specialists using approved checklists; validate supporting documentation, client-specific billing requirements, accounting treatment, and required approvals; coordinate correction of incomplete or inaccurate information with on-site Client Invoicing Analysts; and confirm invoices are authorized for release through the client-approved delivery method within established deadlines.
• Maintain evidence that all applicable SOC and operational controls are completed for assigned caseloads and deliverables; coordinate headquarters responses to internal and external audit requests; participate in control walkthroughs; investigate control exceptions; and work directly with headquarters-based process owners to implement and document corrective actions.
• Validate that client and customer accounts receivable ledgers are complete, accurate, and balanced; reconcile invoicing activity with payment, cash-application, and general-ledger information; coordinate directly with headquarters-based Client Invoicing Analysts, Corporate Accounting, Treasury, and AR Management to resolve discrepancies promptly; and escalate material or aging exceptions to Global Financial Services leadership.
• Provide oversight, training, mentoring, and documented quality feedback to the India-based offshore team. Participate in team process-calibration sessions with Client Invoicing leadership and subject-matter experts; maintain standard operating procedures and training materials; communicate control, client, or system changes; monitor completion of corrective training; and confirm production practices remain aligned with corporate requirements.
• Represent Client Invoicing in headquarters-based projects focused on transformation, automation, system-implementation, and continuous-improvement initiatives. Communicate ongoing client specific business requirements with project teams, and support working sessions with Global Financial Services and Information Technology, develop and execute user acceptance testing, document results and defects, support implementation readiness, and provide on-site stabilization support during critical releases and other non-routine assignments requested by the Manager, Client Invoicing, or Altair management.

 EDUCATION:

• AA Degree in Accounting or Business; or
• Bachelor’s Degree in Accounting, Business or Finance, or equivalent combination of experience, skills, training and education

TRAINING and EXPERIENCE:

• 3 + years of overall accounting experience, within the relocation industry, consulting firm or global company in positions of increasing responsibility
• Strong presentation skills before small, medium and large audiences
• Intermediate level user of MS Office products including Excel, Word, and PowerPoint
• Demonstrated experience with accounting performance metrics
• Prior experience managing and/or leading large scale projects and/or supervising small teams preferred
• Must have demonstrated expertise using multiple accounting systems, with proven ability and flexibility to learn new systems quickly 
• Excellent communication skills, both verbal and written, and must have the ability to confidently communicate at multiple levels within an organization

ESSENTIAL INTELLECTUAL FUNCTIONS:

Candidates must have a broad understanding of accounting processes and procedures, and be detailed oriented.

ESSENTIAL PHYSICAL FUNCTIONS:

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. Individuals must be able to use hands and fingers to keyboard, to operate, handle, or feel objects, tools or controls, reach with hands and arms, must have the ability to deal with peak volume stress, use the calculator and 10 key for extended periods of time, sit at a workstation for extended periods of time and any other key critical skills and abilities as required by the position.

EQUIPMENT USED:

Individuals must be able to use standard company equipment and systems, i.e. computer and communications systems, fax, printer, calculator, 10 key, copy machine and other equipment as required by position.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Team member must demonstrate knowledge of and support Company vision and value statements, policies and procedures, privacy, security and confidentiality standards and code of ethical behavior.

Note: Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.