Billing Assistant
Location: Petersfield, GU32 3JL
Role Purpose
The Billing Assistant will provide essential administrative and billing support to the Corporate Operations team, ensuring travel bookings are accurately processed, invoiced and reconciled.
Working closely with the Corporate Operations and Finance teams, the role will take responsibility for a range of daily billing processes, supplier reconciliations, system interfaces, invoice queries and operational administration.
This is a varied role requiring excellent attention to detail, strong organisational skills and the ability to investigate and resolve discrepancies. Previous travel industry experience would be beneficial, although full training on our systems and processes will be provided.
Whilst the role is ideally full-time, we are open to considering reduced or flexible hours for the right candidate. Applications from individuals seeking school hours or other part-time working arrangements are welcomed.
Billing & Invoice Administration
Monitor and manage the Billing inbox.
Process general billing requests and additional charges, including car parking, baggage, meeting rooms and other ancillary services.
Process group booking invoices.
Respond to invoice queries from clients, consultants, Accounts and other internal teams.
Ensure invoices and supporting documentation are correctly processed and filed.
Process management fees and charges for applicable credit card clients.
Identify outstanding or incorrectly processed billing items and investigate through to resolution.
Supplier Reconciliations
Review and reconcile supplier statements.
Identify missing invoices, bookings or supporting documentation.
Investigate discrepancies and liaise with consultants, suppliers and Finance where necessary.
Process and reconcile hotel and travel supplier statements, including Conferma, Expedia, Holiday Extras, AirPlus and other relevant suppliers.
Process car hire invoice statements, including Hertz, Avis, Enterprise and Europcar.
Reconcile invoices and statements from ground transportation and other ancillary suppliers.
Interface Processing
Take responsibility for monitoring and processing the relevant Travcom interfaces, including:
Operational Administration
Monitor relevant daily operational queues.
Check and maintain Out of Hours records and logs.
Support the administration of client billing and operational processes.
Ensure outstanding items are followed up promptly.
Work with the Corporate Operations team to ensure billing deadlines are met.
Provide cover for colleagues during periods of annual leave and absence.
Client Administration
Support the setup of new clients within relevant systems.
Ensure new clients are correctly established for billing and invoice reporting.
Maintain accurate client and billing information.
Assist with updates to client processes and fee arrangements where required.
Skills & Experience
Essential
Strong administrative and organisational skills.
Excellent attention to detail and a high level of accuracy.
Comfortable working with financial information, invoices and reconciliations.
Confident investigating discrepancies and following issues through to resolution.
Ability to prioritise a varied workload and work to deadlines.
Good written and verbal communication skills.
Confident using Microsoft Outlook and Excel.
Ability to work independently while also contributing to a wider team.
Desirable
Previous experience in a billing, finance administration or accounts support role.
Previous travel industry or business travel experience.
Experience of invoice reconciliation.
Knowledge of Travcom or similar back office systems.
Knowledge of Evolvi, Travelogics or travel booking systems.
Experience dealing with supplier statements and invoice queries.
Personal Attributes
We are looking for someone who is:
Methodical and highly organised
Naturally detail focused.
Comfortable working with numbers and financial information.
Proactive and willing to investigate when something does not look right.
Able to manage repetitive processes while maintaining accuracy.
Confident communicating with colleagues at all levels.
Willing to learn and develop knowledge across multiple processes.
A team player who understands the importance of cross training and shared knowledge.
Success within the role will include:
Accurate and timely completion of billing activities.
Interfaces regularly reviewed and cleared.
Supplier statements reconciled within agreed timescales.
Invoice queries resolved promptly.
Reduction in outstanding and unbilled transactions.
Accurate client billing information.
Effective holiday and absence cover across the Operational Finance function.
Strong cross training and shared process knowledge within the team.
How to Apply
Please submit your CV along with a brief covering letter outlining why you would be a great fit for Meon Travel to hr@meontravel.com