National Billing Administrator - North York in North York, ON at Securitas Canada

Date Posted: 10/1/2018

Job Snapshot

Job Description

Job Code: 85425839208

Category: CAN Administrative

Reporting directly to the National Billing Manager, the National Billing Administrator is responsible for ensuring that all national accounts are accurately recorded, updated, invoiced and payments are applied and collected accordingly.  This position is part of a team responsible for billing and managing all national receivables.

Job Requirements

ESSENTIAL FUNCTIONS:

1.    The functions listed describe the business purpose of this job.  Specific duties or tasks may vary and be documented separately.  The employee might not be required to perform all functions listed.  Additional duties may be assigned, and functions may be modified, according to business necessity.
2.    All assigned duties or tasks are deemed to be part of the essential functions, unless such duties or tasks are unrelated to the functions listed, in which case they are deemed to be other (non-essential) functions.
3.    Employees are held accountable for successful job performance.  Job performance standards may be documented separately, and may include functions, objectives, duties or tasks not specifically listed herein.
4.    In performing functions, duties or tasks, employees are required to know and follow safe work practices, and to be aware of company policies and procedures related to job safety, including safety rules and regulations.  Employees are required to notify superiors upon becoming aware of unsafe working conditions.
5.    All functions, duties or tasks are to be carried out in an honest, ethical and professional manner, and to be performed in conformance with applicable company policies and procedures.  In the event of uncertainty or lack of knowledge of company policies and procedures, employees are required to request clarification or explanations from superiors or authorized company representatives.

RESPONSIBILITIES:

•    Communicate with branches regarding billing discrepancies in SAFES/SMARTS and ensure branches make all required invoice adjustments.
•    Complete Consolidated/Special Handing Payment Application Worksheet and forward to EOC Accounts Receivable for invoice payment recording.
•    Ensures branches make required corrections on bills when needed.
•    Handle all customer queries regarding guarding alarm and patrol invoices.
•    If applicable process subcontractor invoices for payment and enter billing data into SAFES/SMARTS.
•    Liaise with customers on guarding patrol and alarm invoices; follow up on overdue payments.
•    Liaise with the National Accounts Management Team as required for billing and administration support on National Accounts.
•    Process Debit/Credit notes for customers along with corresponding SAFES/SMARTS entries.
•    Prepare bi-weekly/monthly invoices by consolidating billing date from SAFES/SMARTS into the format required by each customer.
•    Prepares a quarterly expense analysis for all invoices sent to the banks.
•    Reviews all National Billing Clients generated invoices to ensure correct bill rates.
•    Prepares monthly receivables report.
•    Provides account analysis and provides highlights of analysis.
•    Verify correctness of billing data in SAFES/SMARTS by comparing entries against contracted services and rates.
•    Other duties as assigned.

POSITION SPECIFICATIONS:

•    Must possess excellent communication and interpersonal skills to work with internal and external contacts.
•    Must posses a high level of morale judgment for handling confidential information and monetary transactions.
•    Strong diplomatic, negotiation and conflict resolution skills in order to handle late payments and delinquent payments.
•    Effective attention to detail and high degree of accuracy.
•    Strong problem identification and problem resolution skills.
•    Demonstrated excellent interpersonal, communication (oral and written) skills.
•    Must be able to organize and prioritize to support an effective/efficient operation and accomplishment of stated goals.
•    Must be computer proficient and have a strong mastery of MS Office programs (Word, Excel, PowerPoint) and working ability in Lotus Notes.
 
QUALIFICATIONS:
•    University degree or College diploma in accounting or finance.
•    3 years of experience in an Accounts Receivable role.
WORKING CONDITIONS (Physical/Mental Demands):

With or without reasonable accommodation, required the physical and mental capacity to perform effectively all essential functions.  In addition to other demands, the demands of the job include:
•    Maintaining composure in dealing with authorities, senior executives, clients, and staff, occasionally under conditions of urgency and in pressure situations.
•    Must undergo and meet company standards for background and reference checks, and behavioural selection survey.
•    Required ability to handle multiple tasks concurrently.
•    Handling and being exposed to sensitive and confidential information.
•    Reading and analyzing reports and data, including computer usage.