Vortex is the leader in Doors/Security Products, Storefront Glass/Glazing, Access Controls and Material Handling Equipment for Commercial, Industrial and Retail Facilities. These products and services are in high demand for all private and public business sectors, from Fortune 500 companies to small and emerging businesses. Our diverse list of products and services allows variety and different challenges every day at Customer's sites while providing solutions to keep them safe and efficient.

We are looking for a full-time Billing and Collections Specialist to join our Schaumburg, IL team to help ensure accurate invoicing and efficient collections for our business-to-business customers.

Job Overview

The Billing & Collections Specialist plays a key role in reviewing completed jobs, ensuring all billable items are captured, generating accurate invoices and submitting them correctly through billing portals or in line with customer guidelines. This position also involves managing accounts receivable, following up on overdue invoices, and working with customers to ensure timely payments. Strong attention to detail, communication skills, and problem-solving abilities are essential.

Responsibilities

Billing

• Review job details and costs for time & material and quote-based projects. 

• Identify and resolve discrepancies to ensure accurate billing. 

• Ensure all billable items (labor, materials, subcontractor costs, etc.) are properly included. 

• Generate and submit invoices in line with customer requirements and agreements, including billing portal submittals

• Request purchase orders (POs) when required and resubmit invoices as necessary.

Collections:

• Responsible for collection and reporting activities according to specific deadlines

• Collaborate with other departments as needed to investigate and resolve discrepancies and negotiate customer disputes

• Resubmit invoices as needed to reflect customer guidelines for processing

• Create trust relationships with Customers when possible to avoid future issues

• Update account status and database regularly

• Performs additional duties as required and or requested.

Compensation and Benefits

• Hourly salary based on experience

• Healthcare, dental, and vision coverage, 401K, and PTO

Work Schedule

• Preferably 8:30 am - 5:00 pm Monday through Friday

• Position requires you to be available to work in an office setting, this is not a remote opportunity

• 1-3 years of billing, accounts receivable, or collections experience (preferably in a Business to Business setting) is preferred

• Working knowledge of MS Office and Google Workspace

• Proficiency with accounting systems is required and experience with billing portals is a plus

• Excellent attention to detail and ability to spot discrepancies

• Strong organizational skills and ability to prioritize tasks efficiently

• Ability to work with multiple customers and tight deadlines

• Excellent communication and people skills

• Ability to negotiate and deliver results

• Ability to be polite and compassionate without lacking confidence

Software used: Acumatica, Sales Force, Google Workspace and MS Office