Billing and Customer Service Representative

Description

Position Summary

The Customer Service & Billing Administrator is responsible for managing daily customer service operations, processing invoices, entering and maintaining customer and order information, coordinating order fulfillment with drivers and dispatch, and handling customer payments. This position plays an important role in ensuring accurate billing, timely order processing, and maintaining reliable customer, pricing, and inventory records.

The ideal candidate is detail-oriented, organized, comfortable working with computer-based systems, and capable of managing multiple responsibilities while providing excellent customer service.

Essential Job Responsibilities

Billing & Invoicing

• Process customer invoices accurately and efficiently.      This is the primary responsibility of the position.
• Generate and bill out delivery tickets.
• Review customer accounts to verify accuracy and identify      discrepancies in imported information.
• Accept and process customer credit card transactions.
• Ensure billing information and customer account      records are accurate and up to date.

Customer Service & Order Processing

• Answer incoming phone calls and assist customers with      questions and requests.
• Receive, enter, and process customer orders.
• Look up customer accounts and order history within      the company software.
• Communicate with customers regarding orders, billing,      and payments.
• Direct orders to the appropriate drivers or dispatch      department based on delivery location.

Data Entry & Administrative Support

• Maintain and update Microsoft Excel spreadsheets for      pricing and inventory information.
• Enter and maintain Bill of Lading (BOL) information.
• Review and verify imported customer and account      information within the company's software.
• Maintain accurate electronic records and      documentation.
• Utilize Ignite fuel industry software for daily billing,      order processing, and customer account management.

Requirements

Required Skills & Qualifications

• Strong attention to detail and accuracy.
• Excellent customer service and communication skills.
• Comfortable handling customer payments and credit      card transactions.
• Proficiency in Microsoft Excel 
• Ability to learn and navigate industry-specific      computer software.
• Strong organizational and time management skills.
• Ability to multitask and prioritize daily      responsibilities.
• Experience with invoicing, billing, and order      processing preferred.