Billing Manager

What we are looking for?

A skilled and experienced Billing Manager that will be responsible for overseeing the entire billing process to ensure accurate and timely invoicing, and account reconciliation, oversee the Deposit Refunds Department and resolution of customer queries (Tickets). This role requires strong analytical skills, attention to detail, and leadership to improve billing efficiency, minimize errors, and enhance cash flow management. The Billing Manager will also work closely with internal departments and clients to resolve billing discrepancies and streamline processes.

Role Responsibilities:

Billing

1. Billing Process Management

• Ensure accurate and timely generation of invoices for all customers.
• Oversee and manage automated billing systems, ensuring seamless functionality.
• Implement and enforce billing policies and procedures.
• Conduct regular audits to verify billing accuracy and compliance with company policies.

1. Accounts Reconciliation & Dispute Resolution

• Reconcile customer accounts to ensure accuracy in invoicing and payments.
• Investigate and resolve billing discrepancies, disputes, and errors promptly.
• Liaise with internal departments (Sales, Finance, Operations) to resolve customer billing issue

1. Reporting & Analysis

• Generate and present billing performance reports, including revenue trends, outstanding debts, and collection efficiency.
• Identify key billing inefficiencies and recommend process improvements.
• Provide monthly aging reports and cash flow forecasts.

1. Compliance & Risk Management

• Ensure billing operations comply with financial regulations and company policies.
• Monitor regulatory changes and implement necessary adjustments to billing procedures.
• Mitigate financial risks by enforcing strict internal controls over billing activities.

 

Deposit Refunds

1. Deposit Refund Processing

• Ensure timely and accurate processing of deposit refunds.
• Calculate deductions (if any) based on damage, unpaid fees, or contract terms.
• Prepare refund payments via appropriate channels (bank transfers, checks, etc.).

1. Compliance & Policy Enforcement

• Keep up to date with relevant regulations (e.g., tenant deposit laws, financial guidelines).

• Maintain standardized processes for transparency and fairness.

1. Customer Communication

• Serve as the point of contact for refund-related inquiries or disputes.
• Explain refund decisions clearly and professionally.
• Provide updates to customers on the status of their deposit payments.

1. Cross-Department Collaboration

• Work with Finance, Legal, Customer Service, and Property/Operations teams.

1. Process Improvement

• Identify inefficiencies or bottlenecks in the refund process.
• Recommend and implement process improvements or automation.
• Monitor customer feedback to improve service quality.

1. Dispute Resolution

• Investigate and resolve disputes regarding withheld amounts or refund delays.
• Mediate between company and customer to reach a fair resolution.
• Escalate unresolved cases when necessary.

Team Leadership & Development

• Manage and develop the billing and deposit refunds team, ensuring high performance and productivity.
• Provide training and support to billing staff to enhance efficiency and accuracy.
• Foster a customer-centric approach within the billing team to improve service quality.

Key Performance Indicators (KPIs):

KPI

Target

Invoice accuracy rate

99%+ accuracy in all invoices generated

Billing cycle time

Invoices generated within 24-48 hours of service completion

Compliance adherence

100% compliance with financial policies and regulations

Team productivity

Billing team meets 90% of processing targets each month

Refund Processing Time                                            

≤ 21 Days as per the Lease agreement

Refund Accuracy Rate                             

100%

Percentage of Refunds Processed on Time 

90%

Compliance Rate                                         

Customer satisfaction (billing/deposit refund inquiries) Maintain customer complaints related to billing at <5%

 

Qualifications & Experience:

• Qualification in Accounting, or Business Administration (or equivalent experience).
• Minimum of 5 years of experience in billing, accounts receivable, or financial management.
• Strong proficiency in billing software (MDA).
• Advanced Excel skills for financial reporting and reconciliation.
• Experience in the real estate industry is advantageous.
• Excellent analytical, problem-solving, and decision-making skills.
• Strong leadership and communication abilities.

Key Competencies:

• Attention to Detail – Ensure accuracy in all billing activities.
• Time Management – Ability to meet strict deadlines for billing and collections.
• Problem-Solving – Quickly identify and resolve billing discrepancies.
• Customer Service Orientation – Maintain strong client relationships.
• Financial Acumen – Understand billing structures and revenue management.
• Team Leadership – Ability to mentor and lead a high-performing billing team.

Process Improvement – Identify and implement strategies to enhance efficiency