{"id":3173904,"url":"https://alion.io/job/trimark-usa-contracts-billing-coordinator","title":"Contracts & Billing Coordinator","company":{"id":3123996,"name":"TriMark USA","domain":"trimarkusa.com","url":"https://alion.io/company/trimarkusa","size_band":"1001-5000","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Dayforce","truth_index":{"grade":"A","score":100,"open_postings":44,"ghost_share":0,"stale_share":0.205,"repost_share":0,"time_to_fill_p50_days":21,"computed_at":"2026-10-25T05:49:26Z"}},"role":"Administrative","role_family":"Administrative","seniority":"junior","employment_type":null,"work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Albany, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":{"min_usd":32000,"max_usd":56000,"period":"year","method":"role_seniority_country_remote_cell","sample_n":4005},"experience_years_min":1,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Microsoft Office","optional":false}],"status":"live","first_seen_at":"2026-10-22T04:00:00Z","employer_posted_date":"2026-10-23","last_verified_at":"2026-10-25T18:20:49Z","board_verified":true,"closed_at":null,"days_open":3,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":3},"description":"Why you’ll love it here!\n+ Benefits include Medical, Dental, Vision, Tuition Reimbursement, Pet, and Legal Insurance\n+ 401k+ Community Service Day\n+ Spotlight Awards\n+ National Sales Excellence Awards\n+ CFSP Prep Certification Program\n\nTriMark USA is the country’s largest provider of design services, equipment, and supplies to the food service industry. We proudly serve our customers by providing design services, commercial equipment, and food service supplies across a wide range of industries and business sectors. Headquartered in Massachusetts, with a history dating back to 1896, we have locations across the country that offer foodservice operators an unparalleled level of service by combining our unique design capabilities and our expert market knowledge with the purchasing strength, delivery, installation, and after-sales service capabilities of a national company.\n\nThe Contracts & Billing Administrator will play a key role in supporting the efficient execution of contracts and billing processes. Experience with Infor M3 is a significant plus for this role. The ideal candidate should possess a strong foundation in contracts and billing procedures, demonstrate excellent organizational skills, and contribute to the overall success of our Contracts & Billing department.\nEssential Functions & Responsibilities\nContract Administration:\nManage and organize contract documents and records, ensuring accuracy and completeness.\nReview contract terms and conditions, identifying key details and requirements.\nBilling Process Execution:\nExecute billing processes, including data entry, invoicing, and documentation.\nEnsure invoices are prepared in compliance with contractual terms and client requirements.\nProcessing credit memos being vigilant about checking serial numbers with the original invoice and including return freight and restocking fees. \nCreate prepayment and manage interactive invoices. \nFollow up on past due accounts receivable to determine why the invoices are open on our books.\nData Management and Analysis:\nMaintain and analyze contract and billing data using Infor M-3 and other relevant systems.\nPerform data verification, reconciliation, and generate reports as needed. This includes checking that the inbound and outbound freight is on the order and seems reasonable, checking for purchase orders, serial numbers and shipment status, and comparing cost to sales price to minimize losses. \nCheck the vendor invoices for pricing and missing freight on prepay and add vendors.\nAccounts Payable:\nCollaborate with internal accounts payable team to get direct ship invoices received.\nCommunication and Coordination:\nCommunicate effectively with internal teams and external stakeholders regarding contract and billing matters.\nCollaborate with cross-functional teams to address inquiries and resolve issues.\nWork with the internal coordination team to locate prepayments if required.\nWork with the internal coordination team if items are on back order to help resolve backlogged shipments. \nEmailing invoices to the customer and assisting them with AR questions. \nUpload invoice into 3rd party payment portals or create spreadsheets to summarize the billed invoices. \nWork with the accounts payable department to receive direct-ship or install invoices. \nWork with the warehouse to find missing serial numbers, freight tracking and charges and final costs on dedicated truck shipping. \nAssist with outside audits and invoice sampling.\nProcess Improvement:\nIdentify opportunities for process improvements within the Contracts & Billing department.\nParticipate in initiatives to enhance overall efficiency and effectiveness.\n\nCompetencies, Skills and Abilities\nStrong organizational and time management skills.\nExcellent written and verbal communication skills.\nDetail-oriented with a commitment to accuracy.\nAbility to work collaboratively in a team environment.\nAnalytical mindset with the ability to interpret and analyze contract and billing data.\nAbility to adapt to new processes and technologies.\nStrong critical thinking skills and proactive approach to addressing challenges.\nStrong understanding of accounting and overall end to end process of order entry and shipping to know when orders are billable.\n\nEducation & Experience\n1 – 2 years of relevant experience in billing, accounts receivable, or equivalent Military or practical experience.\nExperience with Vendor Management Systems (VMS) and M3 preferred.\nProficient in Microsoft Office applications.\nPrior experience in food service equipment a plus.","description_format":"text","description_chars":4546,"description_truncated":false,"requirements":{"experience_years_min":1,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":null,"security_clearance":false,"languages":[]},"benefits":["401k plan"],"hiring_locations":[],"hiring_excludes":[],"relocation_offered":false,"industries":["Wholesale"],"lifecycle":[{"event":"open","at":"2026-10-23T19:22:25Z"}],"visa":[{"country":"US","licensed_sponsor":true,"evidence":"green card filings: 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