Back Office / Billing Specialist (Facilities Invoicing & Margin Analyst) - 18493

Type of job: Remote
 

About the Role: 

The Back Office / Billing Specialist is responsible for creating accurate, detailed, and strategically structured invoices that reflect both the work performed and the company’s margin goals.

 

This is a high-judgment, detail-intensive role. Each invoice requires:

• Breaking down technician costs (labor, parts, trip fees)
• Interpreting incomplete or inconsistent vendor information
• Applying appropriate markups to achieve target margins (30–35%)

 

There is no one-size-fits-all process—every invoice is unique.

 

Key Responsibilities:

Invoice Creation & Management

• Review technician invoices and service reports
• Break down costs into itemized components:
  • Parts
  • Labor
  • Trip/service fees
• Create detailed client-facing invoices that meet expectations for transparency

Vendor Coordination

• Contact technicians to clarify missing or unclear billing details
• Extract accurate cost breakdowns when not initially provided
• Ensure all necessary information is collected before invoicing

Margi Optimization

• Apply strategic markups to achieve target margins (30–35%)
• Balance profitability across invoices (some higher, some lower margin)
• Exercise judgment in pricing decisions based on context

Process Management

• Handle a high volume of invoices with accuracy and consistency
• Maintain organized records of billing details and decisions
• Identify opportunities to improve efficiency in billing workflows

What Makes this Role Unique:

• No two invoices are the same—this is not repetitive data entry
• Requires critical thinking and judgment, not just execution
• Combines elements of accounting, operations, and problem-solving
• Involves constant communication with technicians to fill in gaps

Ideal Candidate Profile:

Core Traits

• Extremely detail-oriented and analytical
• Strong critical thinking and problem-solving ability
• Comfortable working with ambiguity and incomplete information
• High level of ownership and accountability

Skills & Experience

• Strong English communication skills (written and verbal)
• Experience in billing, invoicing, bookkeeping, or accounting support
• Ability to interpret and structure financial data
• Proficiency with spreadsheets and/or accounting tools​​​​​​​

Strongly Preferred

• Background in accounting or finance (formal or practical)
• Experience working with itemized billing or cost breakdowns
• Familiarity with margin-based pricing or markup strategies

What Success Looks Like:

• Invoices are accurate, clear, and client-ready
• Margin targets are consistently achieved
• Minimal back-and-forth is required after invoice submission
• Billing processes become more efficient over time
• Internal leadership trusts the accuracy and judgment of your work

Why This Role Matters:

Billing is not just administrative—it directly impacts profitability.

This role ensures that Swift:

• Gets paid accurately
• Maintains strong client relationships
• Achieves consistent margins across a complex, variable workload