Billing Specialist at Plasma-Therm LLC – ST. PETERSBURG, Florida

The Billing Specialist is responsible for the accurate and timely invoicing of customer orders in a manufacturing environment. This role ensures invoices align with sales orders, shipping documentation, pricing agreements, and contractual terms. The Billing Specialist plays a critical role in the order-to-cash process, supporting revenue accuracy, cash flow, and customer satisfaction while maintaining compliance with internal controls and audit requirements.

Key Responsibilities

• Billing & Invoicing
• Prepare and issue customer invoices based on:
• Sales orders
• Shipping documents (BOLs, packing slips, proof of delivery)
• Customer contracts and pricing agreements

Ensure invoices reflect:

• Correct pricing, discounts, and surcharges
• Freight terms (FOB shipping point/destination, prepaid vs. collect)
• Applicable taxes and fees
• Process partial shipments, backorders, and split invoices accurately
• Manage progress or milestone billing for custom products or capital equipment, as applicable

Cross-Functional Coordination

• Partner with Sales to validate pricing, credits, and contract terms
• Work closely with Shipping and Logistics to resolve shipment discrepancies
• Coordinate with Production and Planning on shipment timing and order status
• Collaborate with Accounting and Accounts Receivable to ensure accurate revenue recognition and timely collections

Dispute Resolution & Customer Support

Investigate and resolve:

• Billing discrepancies
• Short pays and chargebacks
• Freight and pricing disputes
• Respond to customer billing inquiries professionally and promptly
• Maintain documentation to support dispute resolution and audit trails

Month-End Close & Compliance

Support month-end close by:

• Reconciling shipped-but-not-billed orders
• Identifying billing accruals and deferrals
• Maintain accurate and organized billing records in accordance with internal controls
• Ensure compliance with company policies, accounting standards, and audit requirements (SOX, where applicable)

Systems & Reporting

• Enter and maintain billing transactions in the ERP system (e.g., NetSuite, SAP, Epicor, Oracle, Infor)
• Support EDI billing requirements for key customers
• Utilize Excel for reconciliations, pricing audits, and reporting
• Identify opportunities to improve billing accuracy, efficiency, and process controls

Required

• Associate’s degree in Accounting, Finance, Business, or related field (or equivalent experience)
• 1+ years of billing experience in a manufacturing or distribution environment
• Experience with ERP systems and order-to-cash workflows
• Strong attention to detail and accuracy
• Ability to manage multiple priorities and recurring deadlines

Preferred

Experience with:

• "Letter of Credit" (LOC) strongly preferred
• EDI customers
• Contract-based or milestone billing
• Freight and logistics billing
• Strong Excel skills (lookups, reconciliations, pivots)
• Familiarity with revenue recognition principles

Key Competencies

• Detail-oriented and process-driven
• Strong written and verbal communication
• Cross-functional collaboration
• Problem-solving and root-cause analysis
• Professional handling of sensitive financial information

Why This Role Matters

This position is critical to ensuring:

• Accurate revenue recognition
• Timely cash flow
• Customer trust and satisfaction
• Audit readiness and compliance