Billing Associate - Data Entry (Onsite)

Billing Associate - Data Entry (Onsite) W Services Group

LLC - 3.1

Hauppauge, NY Job Details Full-time $21.50 an hour 3 days ago Qualifications Microsoft Word Communication with suppliers Spreadsheets Copy machines Scanning Vendor relationship management Vendor communication Excel data analysis Full Job Description W Services Group represents a team of subject matter experts in cleaning, construction, and emergency response services. Our quality focused employees and contract partners successfully develop, implement, and manage projects and programs for multi-site groups across North America. We have earned a reputation of being a high value provider and are best known for truly partnering with our clients in a highly collaborative environment. This level of partnership yields real solutions and best supports our clients' brand image. Our structure is designed around our clients and is focused on being highly collaborative through market teams across all departments. Our personnel are empowered to make decisions and resolve issues in order to achieve a high level of client satisfaction in a rapidly changing environment. Partner with W Services to experience the difference and the new standard of clean. We are founded on the principles of a family business environment where the standard is to care, listen, respect, and trust one another. We are always looking for talented, enthusiastic people to join our team. We believe the successful growth of our company depends on the teamwork and commitment of our employees to deliver the best service and value for our customers. SUMMARY The Billing Associate will be responsible for managing the Document Management System (DMS), ensuring that all invoices and relevant paperwork are accurately uploaded and maintained. This role will also involve processing a high volume of client invoices through a proprietary Windows-based system, coordinating with vendors to collect required documentation, and handling communications related to missing paperwork. The ideal candidate will have strong attention to detail, good communication skills, and the ability to manage tasks efficiently in a fast-paced environment. This is an ONSITE position (Hauppauge, NY)

PRIMARY RESPONSIBILITIES

Document Management System /

Portal :

Manage and maintain the Document Management System (DMS) to ensure all invoices, paperwork, and supporting documents are accurately uploaded and organized. Regularly review and clean up DMS to ensure that all documents are correctly categorized and accessible. Communicate with vendors via email and phone on a weekly basis to request missing paperwork required for invoicing. Track and follow up on outstanding paperwork and work with vendors and internal teams to ensure timely receipt of all necessary documentation.

Invoicing :

Process high volumes of client invoices utilizing the company's proprietary Windows-based invoicing system. Submit invoices to third-party platforms and ensure proper invoicing procedures are followed for each client. Ensure all invoices are accurate and reflect correct client details, services, and charges. Ensure that invoices and related documents match, reconciling discrepancies where applicable. Work with internal teams to address any issues related to missing or incorrect documentation. Communication with

Vendors :

Act as a liaison between vendors and the accounting department to ensure smooth communication and resolution of any invoice or documentation-related issues. Follow up on pending invoices and assist in resolving discrepancies with vendors when necessary.

Additional Responsibilities:

Participate in special projects or initiatives as assigned Adapt to changing priorities to support department and organizational goals. Support cross-functional initiatives to improve processes, efficiency, or team outcomes.

KNOWLEDGE AND SKILL REQUIREMENTS

1-2 years of experience in an or administrative role, particularly in invoicing, document management, or accounts payable, preferred. Ability to work under pressure, handle varying workloads and manage multiple tasks in a fast-paced environment Able to process a high volume of invoices per week Administrative duties - filing, photocopying, scanning, emailing Proficient in MS Word/Excel with formulas & pivot tables Detail oriented, professional attitude, reliable Ability to interact with both employees and vendors in a professional manner Ability to prioritize workload to allow for the expedited processing Excellent communication skills, both written and verbal. W Services Group, LLC. provides Equal Employment Opportunities (EEO) to all employees and applicants for employment without discrimination or harassment on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, age, disability, marital status, citizenship, veteran status, genetic information, or any other characteristic protected by law.