Time-Based Billing Clerk – Entry Level

Time-Based Billing Clerk – Entry Level

Requirements

• High School Diploma or equivalent is required
• Minimum of three (3) years of experience in a timekeeping and/or billing related role is strongly preferred
• Comprehensive understanding of time-based billing practices including ability to understand contract clauses, how time is tracked, billed and documented is strongly preferred and will be considered an advantage
• Intermediate skillset with Microsoft Office Suite (Excel, Word, Outlook, Teams) is required; strong background in Excel is strongly preferred
• Experience with time-tracking and/or billing software (QuickBooks, Sage 300, TRACK) will be carefully considered
• Experience working in the oil and gas industry or similar considered an asset
• Must have strong mathematical skills; ability to calculate accurately
• Ability to multitask and thrive in a fast-paced demanding environment
• Ability to prioritize and complete tasks with minimal supervision
• Excellent oral and written communication skills
• Ability to collaborate harmoniously with internal and external stakeholders to ensure accurate billing practices and compliance
• Must be capable of managing tasks, schedules and information
• Excellent organizational and time-management skills and ability to meet deadlines
• Must have strong analytical skills and attention to detail to ensure accurate time entries and invoicing

Responsibilities

• Monitor and ensure accurate tracking of employee hours
• Review and verify time entries from employees and convert them into billable and non-billable rates
• Accurately record time spent on various jobs and projects by employees, using time-tracking systems or manually
• Prepare and process invoices based on time spent, including hourly rates, details of work performed, and any applicable costs
• Verify invoices for accuracy by comparing them to time sheets, work scope, project records, and client contracts
• Ensure accurate and efficient time and resource allocation
• Generate reports for internal and external use, tracking billing progress, billing amounts, and outstanding receivables
• Manage billing data; maintain organized records of time entries, invoices, billing cycles and payments, as well as other billing related documents
• Ensure that invoices are accurate, timely and comply with billing regulations
• Update customer site records with relevant billing information
• Prepare billing reports on billing activity as needed
• Handle general administrative support tasks such as answering phones, transferring calls, greeting clients and visitors, filing, copying, and data entry
• Assist in providing support with customer inquiries as needed
• Work closely with internal and external business partners to ensure accurate time entry and billing practices
• Collaborate with other departments, such as operations management, human resources, payroll, and accounts receivables to maintain seamless billing operations
• Assist with customer inquiries regarding billing invoices, resolve discrepancies, and provide necessary information
• Respond to operations and employee inquiries about billable data such as time worked, expenses, per diem, and mobilization/demobilization entries
• Address and resolve billing discrepancies in a professional and timely manner
• Ensure that all billing practices comply with company policies, industry regulations, and client contracts

Preferred Qualifications

• Experience in a timekeeping and/or billing related role is strongly preferred
• Comprehensive understanding of time-based billing practices including ability to understand contract clauses, how time is tracked, billed and documented is strongly preferred and will be considered an advantage
• Experience with time-tracking and/or billing software (QuickBooks, Sage 300, TRACK) will be carefully considered
• Experience working in the oil and gas industry or similar considered an asset