Client Invoicing Coordinator

Role & responsibilities

Client Invoicing Coordinator

Purpose of Job: Responsible for preparing invoices for Incident, MAC, or project NSER cases, ensuring accuracy based on the customers rates and specific invoicing requirements. Supports management by verifying that all costs associated with cases are accurate, notes are updated, and signoffs and deliverables are properly attached to each case.

Primary Roles & Responsibilities

• Create debit memos and invoices daily based on specifications, customer rates, and specific invoicing requirements.
• Review customer debit memos for accuracy, verifying address, coding, rates, time, and materials, and confirming that all supporting documentation is complete and correct.
• Assist the Client Invoicing Analyst with month-end tasks to support the closing process.
• Verify and analyze unbilled reports from the respective ERP system.
• Work cross-functionally with Technicians, Project Managers, the Accounts Payable team, and Procurement to ensure billing accuracy.
• Follow up on outstanding invoicing issues to ensure timely resolution, meet internal and external deadlines, and minimize business and legal risk.
• Demonstrate impeccable attention to detail and strong organizational skills.
• Handle proof of deliveries (PODs) and process invoices based on received confirmations.
• Create advance or manual invoices as requested by the Client Invoice Manager.
• Respond promptly to emails received from internal team members.
• Follow up with vendors to obtain invoices and related documentation.
• Gather necessary information and documents for open orders to enable accurate invoicing.
• Review and identify orders requiring additional follow-up or clarification.
• Ensure all documentation is properly maintained and securely stored.
• Escalate any issues or problems to the appropriate stakeholders for timely resolution.

Knowledge, Skills, Abilities

• Proficient in MS Office Suite, particularly Excel.
• Skilled in using accounting systems such as SAP and other related software.
• Strong ability to prioritize tasks and manage multiple assignments.
• Excellent written and verbal communication skills.
• Self-motivated with a strong drive to achieve results.

Education/Experience Requirements

• Bachelors degree or equivalent from an accredited institution is required.
• Minimum of 2 years of client invoicing experience; experience in the Technology Services or Managed Service Provider industry is preferred.
• Proven ability to manage multiple tasks and thrive in a fast-paced, dynamic environment while meeting tight deadlines.
• Strong collaboration skills with the ability to work effectively across functional teams to enhance product and service delivery, ensuring a seamless client experience and timely issue resolution.
• Proficient in MS Office (Word, Excel, PowerPoint), Outlook, SharePoint, and ERP systems such as SAP.
• Work Requirements:
• Mandatory night shift: 6 PM to 3 AM IST.
• On-site role: 5 days a week from the office.

Supervisory Responsibility: