Advertising Agency Billing Coordinator

Advertising Agency Billing Coordinator We’re looking for a reliable, highly organized Billing Coordinator to manage monthly client billing for our advertising agency. We currently bill approximately 12 clients using ADVAN (our agency billing / time tracking software), using a combination of monthly agency fees, hourly time, media costs and outside production expenses. We need someone who can bring all of that together, make sure every client is billed correctly and on time – helping us maintain a clean, efficient billing process as the agency grows. This is an ongoing part-time position - not a one-time project. The workload will be heavier at the end and beginning of each month as accounts are reconciled, invoices are prepared and billing goes out. What you’ll handle • Prepare and send monthly client invoices based on ADVAN info • Bill monthly fees, hourly agency time, media costs, and production expenses • Review account activity and identify missing, incorrect or questionable charges • Make sure billable agency time and outside expenses are captured correctly • Email invoices and supporting information to clients • Track payments and maintain accurate account records • Follow up professionally on late or missing payments • Communicate with clients and accounting departments to resolve billing questions • Perform monthly, quarterly, and annual account reconciliations • Help improve the accuracy and efficiency of our billing process • Maintain a clear view of what has been billed, paid, or remains outstanding Who we’re looking for We need someone who doesn’t simply process whatever appears in the system. You should be able to recognize when something looks wrong, investigate it and communicate clearly with our team or a client’s accounting department. If an expense is missing, a payment is late or an account doesn’t reconcile, we want someone who notices and helps get it resolved. You should be: • Highly organized and accurate • Experienced with billing, bookkeeping, and account reconciliation • Comfortable working independently • Confident communicating professionally with clients • Consistent about deadlines and follow-up • Able to manage recurring work without constant oversight • Comfortable handling confidential financial information Experience with ADVAN We use ADVAN, an agency-specific billing and management system. You don’t need to know ADVAN when you start, but you must be willing to take the time to learn it and become comfortable using it as part of our monthly billing process. If you have experience with accounting, invoicing, or agency billing software - the transition should be manageable. We’re looking for someone who can learn a new system, understand how it works and eventually become highly proficient in it. Advertising agency billing experience is preferred but not required. Work arrangement This is a part-time, ongoing monthly engagement. The schedule can be flexible, but you must be reliably available during the end-of-month and beginning-of-month billing cycle. We’ll begin with an hourly engagement while you learn ADVAN and we establish the actual monthly workload. After the first two billing cycles, we’re open to converting the position into a predictable monthly retainer based on the time and responsibilities involved. We anticipate approximately 20 hours per month after onboarding, with additional time potentially required during the first months. You may work remotely from anywhere in the United States, provided you communicate well and remain responsive. If you’re located in El Paso, Texas, we also have office space available. To apply Please send us a brief note covering: • Your experience with client billing and account reconciliation • Any experience working with an advertising agency or professional-services company • The billing, bookkeeping, or agency-management systems you have used • Whether you have experience with ADVAN • How you track unpaid invoices and handle professional payment follow-up • Your availability around the beginning and end of each month • Your hourly rate Please begin your response with the words “Monthly Billing” so we know you read the complete posting.