Job Summary:
The Billing Team Leader oversees the day-to-day activities of the billing team to ensure timely, accurate, and compliant invoicing. This role is responsible for leading billing operations, supporting team members, driving process improvements, resolving escalated billing issues, and ensuring high levels of customer satisfaction. The Billing Team Leader acts as a liaison between Operations, Service, Finance, and customers to promote efficient billing practices and optimize revenue collection.
Responsibilities:
Team Leadership & Development
- Lead, mentor, and support a team of Regional Billers.
- Provide onboarding, training, coaching, and performance support.
- Monitor workload distribution and ensure service level expectations are met.
- Conduct regular team meetings and promote collaboration and accountability.
- Serve as the first point of escalation for complex billing matters.
Billing Operations Management
- Oversee and perform accurate and timely processing of invoices.
- Review completed service documentation to ensure billable charges are applied correctly.
- Ensure labor, materials, subcontractor costs, truck charges, and other billable items are accurately validated before invoicing.
- Monitor daily billing volumes and address aging work orders or billing backlogs.
- Support adherence to contractual billing requirements and customer-specific invoicing procedures.
Quality Assurance & Compliance
- Ensure billing activities comply with company policies, customer contracts, and financial controls.
- Perform regular audits of invoices and billing practices.
- Identify trends, recurring issues, and opportunities to improve billing accuracy.
- Maintain documentation standards and support internal and external audits.
Process Improvement
- Identify bottlenecks and inefficiencies within billing workflows.
- Develop and implement standardized processes and best practices.
- Collaborate with Operations and Finance to improve billing cycle times and cash flow.
- Support system enhancements and process automation initiatives.
Customer & Stakeholder Support
- Act as the primary escalation point for billing-related customer concerns.
- Partner with Service Managers, Coordinators, Finance, and Operations teams to resolve billing discrepancies.
- Maintain professional relationships with customers and internal stakeholders.
- Support collection efforts by providing invoice clarification and billing documentation when required.
Reporting & Performance Monitoring
- Track and report billing KPIs, including invoice turnaround time, billing accuracy, work order aging, revenue billed, unbilled work order backlog, and credit/rebilling trends.
- Prepare weekly and monthly management reports.
- Analyze billing metrics and recommend improvements.
Financial Stewardship
- Support revenue recognition and cash flow objectives through timely billing.
- Ensure charges are validated and accurately applied.
- Act as a first point of contact to resolve invoice disputes
- Work closely with Finance and Managers to support reconciliation efforts
Other Duties
- Participate in special projects and process improvement initiatives.
- Provide backup support during staffing shortages or peak workloads.
- Perform other duties as assigned by management.
Qualifications:
Education & Experience
- Post-secondary education in Business Administration, Accounting, Finance, or a related field preferred.
- Minimum 5 years of billing, invoicing, accounting, or service administration experience.
- Minimum 2 years of leadership, supervisory, or team lead experience preferred.
- Experience within service, construction, mechanical, HVAC, or technical service industries is considered an asset.
Skills & Competencies
- Strong leadership and coaching abilities.
- Excellent organizational and time-management skills.
- High attention to detail and accuracy.
- Strong analytical and problem-solving skills.
- Excellent written and verbal communication skills.
- Ability to prioritize tasks in a fast-paced environment.
- Advanced Microsoft Excel and Office Suite skills.
- Experience with ERP, service management, and billing systems.
- Strong customer service orientation.
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