Billing Specialist

At CareHawk, we provide safety through technology, directly impacting the safety and security of students, staff, and long-term care residents across North America, and that's a rewarding feeling. We value giving back and caring for the most vulnerable in our communities, which drives our constant innovation and mission as an established leader in safety communications. We are looking for a hardworking Billing Specialist to ensure the accurate, timely, and efficient processing of financial transactions related to billing and payments. This role involves preparing and issuing invoices, verifying account information, resolving billing discrepancies, and maintaining detailed financial records. A Billing Specialist serves as a key link between customers, vendors, and internal departments to guarantee proper account management and compliance with company policies and regulations. By maintaining accuracy and transparency, the Billing Specialist supports the organization's financial health, improves customer satisfaction, and contributes to smooth business operations. Salary offered will be based on the candidate's experience, skills, and qualifications for the Billing Specialist position. In general, this is an in-person position with hybrid opportunities.

Duties and Responsibilities:

Accounts Payable and Receivables Create and post accounts payable transactions Manage internal expenses Create, post, & distribute customer invoices Manage collections to ensure timely payment of Net 30 terms Collect prepay when required Inventory Ensure accurate tracking of inventory with company systems Perform physical counts and reconciliation; communicate inventory to leadership team Ensure inventory transactions are processed accurately and timely Customs Duty/Tariff Verification Compare customs duty documentation with USMCA-compliant list & FedEx invoices to ensure accurate billing Dispute discrepancies as necessary New Customer Validation/Setup Work with Regional Sales Managers to gather all necessary documentation Work with the internal team for credit approval Complete contracts using a previously prepared master template Sales Tax Maintain tax-exempt certificates for applicable customers; apply sales tax according to current state and local rates Manage Sales & Use Tax accounts across all applicable states, including monthly, quarterly, semi-annual, and annual filings Reconcile tax accounts monthly Month-end Close Tasks Ensure accounts payable and accounts receivable activities are completed accurately and in accordance with the month-end close schedule, working closely with internal teams in Canada and Jacksonville Reconcile and finalize inventory reports Assist the Sales Operations Manager with report preparation for the internal team Temporary backfill duties for the Administrative Assistant position when necessary Verifying purchase orders from customers Processing purchase orders into accounting system and submitting them to production Acknowledging completion of processed order to the customer Collaborate with other CareHawk departments such as accounting, administration, sales, manufacturing, and service Other duties assigned

Qualifications:

A bachelor's degree is preferred A two-year college program is required in a related field such as accounting, business, etc. At least 2 years of accounting or billing experience required Proficient in Microsoft Office Suite applications Strong Microsoft Excel skills required Experience with accounting software applications is an asset Detail-oriented and good problem-solving skills Excellent verbal and written communication skills Eager and able to learn Able to work independently or within a team environment Good customer service skills and demonstrate professionalism in all aspects of the job Negative drug test required

What We Offer:

Comprehensive benefits package, including 401k with matching Paid time off Dental, Heath, Vision, and Life Insurance Health Savings Account options Dedication to safety