Billing Coordinator

Our growing client portfolio and increasing transaction volume have created bottlenecks in our billing operations. Invoice discrepancies, delayed reconciliations and payments, and manual processes are affecting our cash flow and customer relationships. We need a detail-oriented, proactive, and fast‑pivoting professional who can bring the end‑to‑end billing process, bring order to our billing function, ensure accuracy from the first touchpoint, and create systems that scale with our growth. This role is critical to maintaining financial health and client satisfaction as we continue to expand.

Responsibilities:

• Process and record financial records into accounting software (QuickBooks), including bills, invoices, and receipts, with high attention to detail.
• Verify billing data, ensuring accuracy in quantities, prices, terms, and applicable surcharges (e.g., freight or tariffs).
• Monitor and report billing discrepancies or disputes, escalating when necessary, and process credits, adjustments, or refunds as needed.
• Monitor accounts receivable and aging, and follow up with customers on outstanding payments in a professional and timely manner to ensure prompt collections.
• Maintain accurate records of invoices, receipts, adjustments and correspondence for audit readiness.
• Prepare and update financial reports related to billing and revenue tracking.
• Ensure invoicing procedures align with industry regulations and internal company policies.
• Work with internal teams (sales, logistics, operations) to resolve billing errors.
• Provide general administrative assistance to support financial operations as needed.

Qualifications:

• Education: High School Diploma required. An Associate's degree in Accounting, Finance, Business Administration, or a related field is preferred.
• Experience: 2+ years of experience in billing, invoicing, or accounts receivable, preferably in importing, trading, logistics, or manufacturing industries.
• Accounting Software: Strong proficiency in QuickBooks or similar accounting software.
• Adaptable and Flexible: Able to thrive in a high‑volume, fast‑paced environment with shifting priorities and operational complexities.
• Critical Thinker: Able to understand the entire billing process and can identify root causes, not just symptoms.
• Meticulous Attention to Detail: Able to catch discrepancies that others miss.
• Highly Organized: Able to manage multiple client portfolios and competing priorities simultaneously.
• Strong Communicator: Can explain complex billing matters clearly to both finance and non‑finance stakeholders.
• Self‑directed and Accountable: requires minimal supervision while consistently meeting deadlines.

Nice to Have:

• Familiarity with international shipping documents and customs compliance.
• General knowledge of logistics operations and supply chain processes.
• Proficiency in Microsoft Excel and financial reporting tools.
• Bilingual in Mandarin or Cantonese.

Compensation: $23 - $34 (DOE) + eligible for company bonus plans. The offered compensation may vary based on factors such as geographic location, business need, market conditions, proficiencies, skills, education, and experience.

The company offers 401(k) with matching, paid time off (10 days starting), 8 holidays, and a monthly medical allowance (we do not have group health insurance).