Billing & Contract Administrator

Description

• 1-3 years of direct experience in Billing Administration, Accounts Receivable management, or Contract Administration/Paralegal support
• High level proficiency in billing software and strong experience using CRM platforms
• Associate’s or Bachelor’s degree in Business, Accounting, or Paralegal Studies preferred
• Strong foundational understanding of basic contract terminology, payment terms, and legal signature requirements
• Familiarity with efficiency, workflow, and communication software (Google Suite, Canopy, Slack, Zoom)
• Ability to handle highly confidential and sensitive information with integrity and discretion

Key Responsibilities

• Perform meticulous due diligence on all client payments received (ACH, wire, credit card, etc.), cross-referencing against outstanding invoices, client contracts, and internal accounting records
• Accept client payments processed via credit card
• Ensure contracts accurately reflect the services rendered, negotiated rates, and agreed-upon payment terms specified in the governing contract
• Promptly investigate and resolve all payment discrepancies, short payments, or overpayments with the team and, when necessary, communicate findings clearly to the Sales or Customer Support teams
• Coordinate with the HR team for accuracy in reporting and calculating sales commissions based on cash collected
• Verify that applicable fees, payment plans, or discounts are calculated and applied correctly according to contract terms
• Act as the internal gatekeeper for newly executed contracts; confirm the accuracy and completeness of all contract terms
• Ensure all key terms from the physical contract are accurately entered and reflected in the internal CRM and/or billing system
• Maintain and manage a library of contract templates and standard clauses, ensuring they are current, accurate, and reflect the Company’s approved legal and financial positions
• Update and archive contracts and supporting documentation as required by amendments, renewals, or termination events
• Assist the sales team and management by drafting routine contract amendments, renewal contracts, and standard engagement agreements based on templates
• Generate regular reports detailing accounts receivable status and contract compliance

Skills, Knowledge and Expertise

• Absolute, proven commitment to accuracy when handling financial figures and complex legal text
• Exceptional ability to manage multiple simultaneous projects, prioritize competing deadlines, and maintain the integrity of digital filing systems
• Proven ability to work autonomously on diligence tasks while seamlessly collaborating with internal departments to resolve payment and contract discrepancies
• Ability to quickly identify potential compliance risks in documentation and payment processes
• Skill in diagnosing root causes of billing errors and formulating effective resolutions involving multiple stakeholders
• Excellent written and verbal communication skills required for interacting clearly with internal teams and external clients regarding financial or contractual issues
• Unwavering commitment to maintaining confidentiality and ethical standards when handling sensitive financial and legal documents

Benefits

• Medical, dental, vision, and life insurance
• Paid vacation and sick time
• Paid holidays
• 401(k) with match
• Work from home
• Teambuilding events

About Tax Alchemy