Billing & Collections Specialist

About Mood Media:

Mood Media is the world’s leading experiential media company, optimizing on-premise retail customer experience and driving significant value for businesses and brands worldwide. With the most comprehensive suite of fully integrated solutions, Mood leverages advanced digital technology, curated and original creative content, and design expertise to make every shopping and guest experience more personal and engaging. Serving more than 500,000 customer locations in over 140 countries, Mood reaches 165 million+ consumers each day.

General Summary:

The Billing & Collections Specialist owns a book of business made up of customers whose invoices are considered “non-standard” within the delivery process. This customer base primarily requires invoice submittal through an AP Portal, some with reformatting requirements, consolidated or supplemented with backup prior to payment. The Billing & Collections Specialist ensures an accurate and timely process from delivery of invoice through to cash collection, including tracking portal status, resolving rejections and disputes and collecting past due balances. This is a customer-facing role, accountable for the billing experience and the receivables of assigned accounts.

Essential Job Functions and Responsibilities:

• Submit invoices to customer AP portals (for example Coupa, SAP Ariba, Tungsten/Paymode, Jaggaer or customer-built portals) on each billing cycle.
• Convert invoices into customer-required formats: specific templates, consolidated or summary invoices, PO or site-level detail, spreadsheets and supporting backup.
• Maintain each account's delivery requirements: portal credentials, PO numbers, required fields, submission deadlines and contacts.
• Monitor portal status and fix rejections quickly (missing PO, wrong remit-to, tax or pricing mismatches) and resubmit.
• Keep PO coverage current, requesting new or increased POs from customers before they block payment.
• Own AR for assigned book of business: aging, past-due follow-up, payment commitments and cash forecasting on accounts.
• Contact customer AP and business contacts by email, phone and portal to secure payment.
• Research and resolve disputes and short-pays with Billing, Sales, Customer Care and Field Operations; request credits or rebills when justified.
• Apply escalation steps on seriously past-due accounts, including service holds or hand-off to our collections partner, per policy.
• Document all activity and commitments in our systems so account history is complete.
• Serve as the primary billing contact for assigned accounts, building working relationships with customer AP teams.
• Onboard new managed-billing customers: gather portal and format requirements, set up delivery, and confirm the first invoice is accepted.
• Identify accounts that could move to standard or automated delivery, and repeat issues that should be fixed upstream.
• Report on account status: invoices delivered, rejections, disputes, and aging.
• Other duties as assigned by management

Essential Job Qualifications:

High School (or GED) and 2-4 years work experience in Accounts Receivable, Collections, Billing or customer-facing finance operations.

Previous experience with national/enterprise retail, restaurant or hospitality customers in a Billing/Collections role preferred.

Knowledge/Skills/Abilities:

• Working knowledge of Oracle Receivables, Esker or Salesforce
• Strong proficiency in MS Excel for reformatting invoice data, building backup and tracking accounts
• Knowledge of EDI or e-invoicing formats
• Exposure to subscription or recurring billing environment, PO-based billing or multi-site accounts
• Demonstrated Collections history, persistently and professionally closing the loop
• Ability to work independently and manage multiple priorities
• Detail-oriented and highly organized
• Able to manage multiple accounts with various requirements and deadlines effectively
• Outstanding verbal and written communication skills both internal and external; provide courteous and confident customer service by phone and email
• Able to have difficult billing and collections conversations with customers
• Ability to collaborate as part of a team in a fast-paced environment

For further information about Mood Media, please visit www.moodmedia.com.

Mood Media is an Equal Opportunity Employer. All qualified applicants will be considered for employment based on objective work-related criteria, without discrimination based on age, disability, ethnic origin, gender, marital status, race, religion, responsibility for dependents, sexual orientation, gender identity, or other characteristics protected by applicable governing laws.