Office & Billing Assistant

Billing Assistant – Wholesale & Distribution

• Prepare and process customer invoices accurately and on time
• Review invoices, sales orders, pricing, quantities, and delivery information for accuracy
• Process customer payments, credits, adjustments, and account corrections
• Review and maintain PODs (Proof of Delivery) and other supporting documentation
• Assist with accounts receivable and collections
• Follow up with customers regarding outstanding invoices and past-due balances
• Research and resolve billing discrepancies, shortages, returns, credits, and pricing issues
• Reconcile customer accounts and investigate payment differences
• Communicate with customers regarding invoices, statements, payments, and account questions
• Coordinate with sales, warehouse, transportation, and accounting departments to resolve billing issues
• Review freight and delivery charges when applicable
• Maintain accurate and organized billing and customer records
• Assist with daily and month-end billing and accounting reports
• Perform other administrative and accounting duties as needed

• Must be bilingual in English and Spanish
• Previous experience in billing, accounts receivable, collections, bookkeeping, or accounting support preferred
• Wholesale, food distribution, importing, logistics, or similar industry experience is a plus
• Strong attention to detail and accuracy
• Comfortable working with numbers and handling a high volume of transactions
• Strong organizational and time-management skills
• Proficiency with Microsoft Excel and office software
• Experience with accounting, billing, or ERP software is preferred
• Strong telephone and customer-service skills
• Professional written and verbal communication skills in both English and Spanish
• Ability to handle confidential financial information professionally
• Dependable, punctual, and able to work well in a fast-paced environment