Billing and Contracts Administrator - Carrier Process Equipment Group : Job Details

Job Type Full-timeDescriptionThe Hebeler Group of Companies recently joined the Carrier Process Equipment Group (CPEG), based out of Louisville, Kentucky with locations across the globe. This exciting partnership is expected to bring growth and opportunities for our combined group of businesses. Now referred to as CPEG Buffalo, our business delivers highly engineered industrial equipment, from modular high availability systems to bespoke and custom one-off solutions. With a diverse history approaching 100 years, our suite of products has been built in North America and deployed for use all over the world; from small start-ups to major blue-chip companies. The critical products we supply to our customers have and will continue to enable them to move our world forward by developing more capable products, increasing efficiency of their processes, and developing new technologies! Our broad expertise allows us to serve several industries with our primary markets including power generation, chemicals, pharmaceuticals, nutraceuticals, food & agriculture, and waste recovery. Our current brands include: Hebeler-Howard Marten (HHM) - Power Generation Systems, Mining & Lubrication Systems Buflovak - Drying, Solidification, Evaporation, & Distillation Patterson Kelley - Blending & Powder Processing Due to an internal promotion, we have an exciting opportunity for a full-time Billing and Contracts Administrator at our corporate headquarters located in Tonawanda, NY. This role resides in our Finance team and reports to our location controller. The Billing and Contracts Administrator provides both administrative and analytical support to invoice processing and contractual operational compliance. Duties include accounts receivable functions such as entering payment and shipping data, regular and progressive billing, collections, and maintaining AR aging reports. This individual will maintain a lot of detailed information related to customer orders and be expected to complete order entry efficiently and accurately.This position is a full-time, non-exempt role with a normal schedule of Monday through Friday 8:00am-4:30pm. This position is on-site with the option to work remotely on Fridays after a probationary period. What you'll do:

• Accounts Receivable:
  • Handle all inbound wires and checks
  • Collections including payment inquiries and escalation to management when necessary
  • Maintain AR aging reports and distribute to management for review on a weekly basis
  • Initiate and follow up on resolution towards invoice disputes.
  • Conduct quantitative and qualitative analyses and reports as assigned.
  • Manage billing packet documents as per contractual requirements, ensuring all required invoices include proper source documents demonstrating proof of delivery, etc.
• Billing:
  • Maintain master spreadsheets for job orders
  • Order entry tasks including item number creation, job order entry, job order estimate, transfer orders and closing jobs.
  • Conduct audits of invoices against pricing and contractual compliance as per customer purchase orders.
  • Analyze, track, and report non-compliance for billing process improvement.
  • Support the project close-out process, specifically with preparing final invoices to include change orders and previous progressive invoices.
  • Provide effective customer service to internal and external representatives in all areas of invoice processes.
• Assist Finance department with any other financial and administrative requests.
• Maintain contract files.
• Assist with other contractual compliance tasks as requested.
• Other projects as assigned.

What you're required to have:

• At least 1 year of working experience in a billing or administrative capacity working with accounts receivable transactions and data entry.
• Experience working with Excel; a willingness to develop your skillset utilizing Excel.
• Attention to Detail: Demonstrated ability to maintain accurate and complete records.?
• Communication Skills: Strong written and verbal communication skills for interaction with various departments.?
• Problem-Solving Skills: Ability to identify discrepancies and resolve accounting issues in a timely manner.?
• Time Management: Strong organizational skills with the ability to prioritize tasks and meet deadlines.?

Nice to have, but not required:

• Associate's degree in accounting or related field.
• Experience working with an ERP or other database software.

CPEG Buffalo offers a competitive benefits package:

• Front loaded paid time off each year including 10 paid holidays
• Medical, dental, and vision insurance.
• Medical spending account options.
• Company paid basic life coverage with AD&D
• Voluntary coverages such as additional life insurance, short term and long term disability, and more.
• Bonus possibilities
• 401(k) plan with loan feature
• Future eligibility to participate in our Employee Stock Ownership Program (ESOP) CPEG is 100% employee-owned and led by a dynamic executive team of talented individuals who have risen through the management structure.
• Cash balance pension plan eligibility

CPEG Buffalo LLC is an equal opportunity organization. We recruit, employ, train, compensate, and promote without regard to actual or perceived: race (including traits historically associated with race, such as hair texture and protective hairstyles), color, creed, religion (including wearing attire, clothing or facial hair in accordance with the tenets of religion), sex (including pregnancy, childbirth or related medical conditions and transgender status), gender identity or expression, reproductive health decisions, familial status, national origin, physical or mental disability (including gender dysphoria and being a certified medical marijuana patient), genetic information (including predisposing genetic characteristics), age (18 and over), veteran status, military status, sexual orientation, marital status, certain arrest or conviction records, domestic violence victim status and any other status protected by law. *The salary range indicated in this posting represents the minimum and maximum of the salary range for this position. Actual salary will vary depending on factors including, but not limited to, budget available, prior experience, knowledge, skill and education as they relate to the position's qualifications, in addition to internal equity. The posted salary range reflects just one component of our total rewards package. Other components of the total rewards package may include participation in group health and/or dental insurance, retirement plan, wellness program, paid time away from work, and paid holidays.