Billing/Administrative Clerk

The Administrative/Billing Clerk, under the direction of the immediate Supervisor, provides administrative support as required, coordinates internal and external communication and completes other office duties as directed. This role also is responsible for generating accurate invoices, processing payments, and maintaining up-to-date financial records for Vyta.

Duties and Responsibilities

• Handle, screen and redirect incoming phone calls
• Prepare and issue invoices for services rendered ensuring all information is accurate.
• Record payments from clients, process credit card transactions and handle any discrepancies or errors in payment.
• Ensure client accounts are up-to-date and follow up on overdue invoices or payments.
• Input billing and payment information into Vyta’s software and database.
• Communicate with customers regarding billing inquiries, payment issues and resolve discrepancies.
• Main organized records of invoices, payments and relevant financial documents for tracking, auditing and reporting purposes.
• Generate billing reports, track outstanding payments and assist with financial reporting as needed.
• Ensure all billing practices are in compliance with company policies and relevant legal or tax requirements.
• Support with documentation management and ensuring up to date records
• Answering phone calls and appropriately addressing and/or relaying client, employee and partner queries in a timely manner
• Assist with coordination of service schedule and delivery via external and internal partners with support from team
• Follow up and confirm any required changes to client/partner service schedule in collaboration with team
• Regular monitoring of client’s services and service instance and follow up as required.
• Maintain and update record of all scheduled client services
• Support with administrative duties required for the Partner Team
• Coordination of services with client journey and monitoring progress and tracking key performance indicators
• Assist in the development of materials for presentations to current and potential partners
• Ordering of additional collateral and supplies as needed
• Other duties as required to support new business
• Participate in ongoing internal and/or external continuing education activities
• Adhere to Bayshore Policies and Procedures.
• Participate in quality activities and continuous improvement initiatives in keeping with the company's Quality Management System
• Participates in proactive Health & Safety activities while performing all duties. Is responsible to notify immediate Supervisor of any Health & Safety risks or concerns.
• Maintains confidentiality of client and corporate information and discusses same only with appropriate Bayshore personnel
• Complete other tasks as requested

Job Qualification

Education
Minimum – Secondary School Diploma; completion of Administration training program is preferred.

Experience
A minimum of two years of experience in billing, accounting or related administrative role is preferred.

Other Skills and Abilities
Must possess strong attention to detail, good organizational skills and ability to communicate effectively with both clients and internal teams. Exceptional customer relations and teamwork skills; proficiency in Windows applications, database management, e-mail and the internet; administrative or executive level writing skills; demonstrated ability to establish priorities, handle multiple tasks and work independently and as a team member; strong commitment to continual learning; fluency in written and spoken English.