AR Billing Specialist

The AR Billing Specialist is responsible for managing billing activities for an assigned portfolio of communities, including builder invoicing, resident statements, miscellaneous billing, payment posting, and account maintenance.

This position works closely with builder contacts, community/site teams, residents, and internal departments to ensure billing is processed accurately and timely.

The AR Billing Specialist is also responsible for maintaining organized billing documentation, reviewing account activity for discrepancies, resolving billing-related inquiries, and supporting special projects as needed.

Essential Responsibilities

• Generate and distribute builder invoices according to the established billing frequency for assigned communities.

• Maintain Excel and PDF copies of builder invoices and supporting documentation in the appropriate designated folders for recordkeeping and audit purposes.

• Generate and process resident statements according to monthly, quarterly, semi-annual, annual, or other established billing frequencies.

• Maintain statement packets and supporting documentation in designated Accounts Receivable folders.

• Generate miscellaneous invoices as required for communities within the assigned portfolio.

• Review billing activity for errors or discrepancies and process necessary adjustments to ensure account accuracy.

• Post builder payments received for previously distributed invoices.

• Prepare appropriate coding, deposit documentation, and supporting backup for builder payments.

• Maintain organized payment and deposit documentation and complete filing on a regular basis.

• Review builder account balances and transfer credits when appropriate or identify accounts requiring refunds.

• Maintain and update builder billing trackers, including invoice distribution dates and other applicable billing information.

• Maintain AR Information Sheets for assigned communities, ensuring billing amounts, frequencies, and other relevant information remain current and accurate.

• Process annual coupon booklets for applicable communities.

• Respond to billing inquiries from builder contacts and provide account information or supporting documentation as needed.

• Partner with community/site teams to research and resolve billing questions, discrepancies, and account errors.

• Assist residents with billing-related questions regarding their accounts.

• Complete association-specific billing projects and special requests as assigned.

• Support department initiatives, process improvements, audits, and other projects as directed by the department leader.

• Perform other related duties as assigned.

STANDARD OPERATING PROCEDURE (SOP) Billing Specialist

Role Overview

Daily & Ongoing Responsibilities

• Review incoming emails, voicemails, and other correspondence and provide timely responses, generally within 48 hours.

• Monitor billing schedules and ensure builder invoices and resident statements are generated and distributed according to established frequencies and deadlines.

• Post received builder payments and prepare the appropriate coding and backup documentation for deposit.

• Update billing trackers and internal records as invoices and payments are processed.

• Review builder account balances for outstanding amounts, unapplied credits, overpayments, or potential refunds.

• Research and resolve billing discrepancies in coordination with internal teams and external contacts.

• Maintain accurate and organized electronic and physical billing records in accordance with departmental procedures.

Key Skills & Competencies

• Strong attention to detail and commitment to accuracy.

• Ability to manage multiple communities, billing schedules, and deadlines simultaneously.

• Strong organizational and recordkeeping skills.

• Proficiency with Microsoft Excel and other Microsoft Office applications.

• Ability to work independently while collaborating effectively with internal teams and external contacts.

• Strong customer service and problem-solving skills.

• Ability to handle financial and account information with professionalism and confidentiality.

Position Expectations

The AR Billing Specialist is expected to maintain accurate and timely billing for their assigned portfolio, proactively identify and resolve billing discrepancies, maintain complete supporting documentation, and provide responsive service to internal and external customers. Success in this role requires strong organization, accountability, attention to detail, and the ability to effectively prioritize recurring billing responsibilities alongside special projects.