Vendor Billing Agent at W.B. Mason Company, Inc in Brockton, MA

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Vendor Billing Agent


Job ID: 2019-3481
Type: Full Time
# of Openings: 1
Category: Accounting/Finance
Brockton Office


Responsible for having the comprehensive understanding of vendor marketing contracts, while managing the complete billing process for all vendor funding commitments.


Essential Duties and Responsibilities

  • Establish relationships with merchandising specialists and vendor financial analysts to gain an understanding of vendor program intricacies, in order to ensure accurate invoice creation
  • Create and submit invoices by email, either manually or through a batch process
  • Follow up phone call or email to confirm invoice and supporting documentation was received by vendor and agreed to be accurate for payment
  • Work with merchandising specialists or managers, or directly with vendors to resolve invoice discrepancies, which includes proper investigation and final settlement with vendor
  • Ensure invoice revisions or reconciliations are addressed and resolved with expediency
  • Run weekly Marketing Aging report; review all invoices that are delinquent 30 days or more and contact vendor to request payment
  • At Merchandising Managers request, contact vendors with overdue invoices to collect late payments and create log of when payments can be expected
  • Monitor monthly discrepancy report between vendor funding files and vendor invoices to determine if any invoicing has been missed
  • Assist in annual audit of funding to ensure any and all discrepancies have been resolved
  • Assist in other areas of the Finance department as requested

Knowledge, Skills and Abilities

  • Exceptional time management skills and ability to meet deadlines
  • Consistently handle multiple tasks and exercise good judgment
  • Excellent communication with strong phone and email skills. Must be comfortable making phone calls to inquire about late payments
  • Ability to work cross-functionally, across multiple departments with confidence and persistence
  • Strong attention to detail and problem solving skills
  • Strong business mathematics skills
  • Ability to work on projects to completion
  • Take ownership and responsibility


Education and/or Experience

  • Associates Degree or higher and/or Bookkeeping Experience
  • Minimum of 2+ years’ experience in billing, bookkeeping
  • Must possess intermediate to advanced experience with Microsoft Excel

Minimum Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand, walk, speak and hear. The employee is frequently required to sit. The employee is required to use hands and fingers for data entry.


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