Billing Specialist in Duluth, Minnesota at SCS Interiors, Inc.

POSITION SUMMARY:

This position is responsible for auditing all completed orders, invoicing customers, and maintaining precise documentation of completed paperwork for retention. Additionally, this person is responsible for auditing receiving records, greeting visitors of SCS Interiors as well as answering & routing incoming phone calls. This individual will generate or resend packing slips, apply payments, process credit cards, copy/collate materials as requested, fulfill customer sample requests and apply postage. This individual should be able to maintain confidentiality of all sensitive Company information at all times, and enjoy the process of organizing and auditing information.

Billing & Invoicing

• Audit completed orders in preparation for billing,
• Check and enter relevant information on customer portals or purchase orders,
• Prepare invoices in the ERP System; send electronically and/ or via mail,
• Follow up with past due invoices on a weekly basis,
• Process credit cards in accordance with internal, confidential procedures,
• Apply payments in Accounting Software.

Document Retention & Auditing

• Scan all completed job travelers, work orders, packing slips and other relevant papers following an established naming convention,
• Cross reference receiving record information and verify documents are securely stored on the network,
• Collaborate with Sales, Quality, or other departments as needed to confirm any corrections needed and process paperwork.

Greet visitors to SCS Interiors

• Courteously answers incoming calls within two rings,
• Transfer calls to the appropriate person or take a complete message,
• Promptly greet visitors to SCS Interiors in a friendly, professional manner, guide them through the sign in process, and assist them with their business needs.

Mailings

• Fulfill customer sample order requests,
• Prepare all mailings with appropriate labels, postage, etc.,
• Bring mail to the mailbox on the date of origin,
• Route incoming mail to the correct person,
• Monitor inventory of office supplies, inform Purchasing of any items that need to be reordered.

Provide clerical support to the team

• Type or edit documents as requested by members of the Leadership or Sales team,;
• Prepare mailings in a professional manner;
• Apply appropriate postage/shipping to all outgoing entities;
• Copy and/or collate all projects/items as requested;

Assist with sales orders and account management as needed

• Cross train to support account managers with order entry or work order auditing,
• Be able to answer basic questions related to what products and services the business offers, knowing when to pass along a new inquiry and when to provide alternate contacts outside of SCS.

Be a Team Member at SCS Interiors

• Be willing to assume new responsibilities as they may develop;
• Work cooperatively with other employees in work-related activities;
• Participate in company-wide Safety and Quality meetings and activities;
• Complete other responsibilities as assigned by the Management team.

Other responsibilities

• Participate in all SCS Interiors’ Safety, Quality, and other company-wide processes and educational efforts;
• Complete other responsibilities as assigned by your supervisor or the Director of Production

JOB QUALIFICATIONS:

Education/Experience:

• Prior education or experience in billing. Accounting, or office support required
• Experience with telephone answering and document retention is preferred.

Knowledge, Skills, and Abilities:

• Ability to read, write, and speak effectively in English.
• Ability to see in color.
• Skilled in using Microsoft Office & Google Suite, emphasis on MS Word/Docs, Excel/Sheets and Gmail
• Ability to efficiently use ecommerce, ERP, and accounting software
• Regular on-site attendance is required;
• Minimum word processing skill of 60 wpm;
• Attention to details and accuracy in work performance;
• Able to maintain confidentiality of information;
• Able to maintain calm, professional manner;
• Represents SCS Interiors positively with all external contacts.