Role: Back Office / Billing Specialist (Facilities Invoicing & Margin Analyst)

Priority Location: South Africa

Working Hours: 9am - 5pm (Mon - Fri) EST

Salary Range: $1500 - $2000 USD ($) per month (The final offer is at the client’s discretion and depends on the candidate’s interview result, skills, and experience.)

Type of contract: Independent Contractor

Type of job: Remote

About the Role:

The Back Office / Billing Specialist is responsible for creating accurate, detailed, and strategically structured invoices that reflect both the work performed and the company’s margin goals.

This is a high-judgment, detail-intensive role. Each invoice requires:

Breaking down technician costs (labor, parts, trip fees)
Interpreting incomplete or inconsistent vendor information
Applying appropriate markups to achieve target margins (30–35%)

There is no one-size-fits-all process—every invoice is unique.

Key Responsibilities:

Invoice Creation & Management

Review technician invoices and service reports
Break down costs into itemized components:
- Parts
- Labor
- Trip/service fees
Create detailed client-facing invoices that meet expectations for transparency

Vendor Coordination

Contact technicians to clarify missing or unclear billing details
Extract accurate cost breakdowns when not initially provided
Ensure all necessary information is collected before invoicing

Margi Optimization

Apply strategic markups to achieve target margins (30–35%)
Balance profitability across invoices (some higher, some lower margin)
Exercise judgment in pricing decisions based on context

Process Management

Handle a high volume of invoices with accuracy and consistency
Maintain organized records of billing details and decisions
Identify opportunities to improve efficiency in billing workflows

What Makes this Role Unique:

No two invoices are the same—this is not repetitive data entry
Requires critical thinking and judgment, not just execution
Combines elements of accounting, operations, and problem-solving
Involves constant communication with technicians to fill in gaps

Ideal Candidate Profile:

Core Traits

Extremely detail-oriented and analytical
Strong critical thinking and problem-solving ability
Comfortable working with ambiguity and incomplete information
High level of ownership and accountability

Skills & Experience

Strong English communication skills (written and verbal)
Experience in billing, invoicing, bookkeeping, or accounting support
Ability to interpret and structure financial data
Proficiency with spreadsheets and/or accounting tools

Strongly Preferred

Background in accounting or finance (formal or practical)
Experience working with itemized billing or cost breakdowns
Familiarity with margin-based pricing or markup strategies

What Success Looks Like:

Invoices are accurate, clear, and client-ready
Margin targets are consistently achieved
Minimal back-and-forth is required after invoice submission
Billing processes become more efficient over time
Internal leadership trusts the accuracy and judgment of your work

Why This Role Matters:

Billing is not just administrative—it directly impacts profitability.

This role ensures that Swift:

Gets paid accurately
Maintains strong client relationships
Achieves consistent margins across a complex, variable workload

Back Office / Billing Specialist (Facilities Invoicing & Margin Analyst) - 18493