Billing and Contract Administrator

Position Overview:

The Billing and Contract Administrator will manage the billing and contract processes for Food Connect, ensuring the accuracy, integrity, and timeliness of contracts, pricing, and billing procedures. This position works closely with the Development Team and Accounting Team to support smooth financial operations and ensure alignment with Food Connect's mission. The ideal candidate will have experience with billing software, systems management, and technology tools to streamline operations. While this position is remote, candidates must be located in the Greater Philadelphia Area for occasional in-person meetings and team collaboration.

Location: Hybrid, 80% remote with 20% occasional in-person meetings (must be located in the Greater Philadelphia Area)

Position Type: Full-time, Salaried

Salary Range: $55,000 - $65,000 annually (based on experience)

Reports To: Operations Manager

Key Responsibilities:

• Contract Management:
  • Review and manage contracts with partners, vendors, and donors.
  • Ensure all contract terms, conditions, and pricing align with organizational goals and compliance standards.
  • Collaborate with the legal, Development, and Accounting teams to ensure all contracts are executed accurately and in line with company policies.
• Billing and Invoicing:
  • Oversee the preparation, review, and submission of invoices to ensure accuracy and completeness.
  • Coordinate with the Accounting team to resolve billing discrepancies and maintain a smooth invoicing process.
  • Utilize billing software and tools to ensure timely and accurate processing of all invoices.
  • Review and ensure correct coding and billing for grants
  • Conduct outreach for past due invoices and ensure timely payments
• Pricing and Cost Verification:
  • Review and verify pricing structures to ensure compliance with contract terms and organizational goals.
  • Conduct regular audits of pricing and contracts to maintain financial accuracy.
• Technology and Systems Management:
  • Use billing and accounting software (e.g., QuickBooks, Bill.com) to manage and track contracts and invoices.
  • Leverage technology to streamline billing and invoicing processes and improve efficiency.
  • Work with the Development and Accounting teams to integrate systems and ensure consistency in financial operations.
• Data Integrity and Reporting:
  • Maintain accurate and organized records of contracts, invoices, and financial documents.
  • Collaborate with the Accounting team to generate detailed financial reports and projections to support the organization’s budget and strategic planning.
• Collaboration and Support:
  • Act as the main point of contact for any billing and contract-related inquiries, ensuring all teams are aligned.
  • Work closely with the Development Team to ensure accurate tracking of donations and funder contracts.
  • Partner with the Accounting Team to ensure that financial data is consistent and up to date.

Qualifications:

• Experience:
  • Minimum of 5 years of experience in billing, contract management, or accounting, preferably in a nonprofit or social impact setting.
  • Proven experience with billing software and financial systems (e.g., QuickBooks, Salesforce, or similar platforms).
• Skills and Competencies:
  • Strong understanding of contract management, billing procedures, and pricing verification.
  • Expertise in using technology tools and systems to improve operational efficiency.
  • Excellent organizational skills with high attention to detail and accuracy.
  • Proficiency in Microsoft Excel and other financial software tools.
  • Strong communication skills with the ability to collaborate across departments.
• Location Requirement:
  • This is a remote position, but applicants must reside in the Greater Philadelphia Area for occasional in-person meetings.
• Education:
  • Bachelor’s degree in Accounting, Business Administration, Finance, or a related field is preferred.

Food Connect’s Values:

• We are committed to fighting food insecurity and food waste through innovation and partnerships.
• We value diversity and encourage applicants from all backgrounds to apply.
• We prioritize collaboration, transparency, and a high level of integrity in all that we do.

How to Apply:

To apply, email your updated resume and a brief cover letter to hiring@foodconnectgroup.com with the subject line "Billing and Contract Administrator Application."

Don’t meet every single requirement?

Research indicates that women and people of color often hesitate to apply for jobs unless they meet all qualifications. At Food Connect, we value diversity and inclusivity. If you're excited about these roles but don't meet every requirement, we still encourage you to apply, you might be the perfect fit!