Role Description

We are seeking a detail-oriented and process-driven Billing Coordinator to support the revenue operations of a growing Managed Services Provider (MSP). This role is critical to ensuring billing accuracy, subscription alignment, and contract integrity across managed services, licensing, and project-based work. You will operate at the intersection of PSA systems, vendor platforms, and customer billing, ensuring that all services delivered are accurately captured, reconciled, and invoiced. This is not a basic billing role — it requires someone who understands MSP billing complexity, recurring revenue models, and how operational data translates into revenue.

What You’ll Own

• Billing & Subscription Reconciliation
  • Perform monthly reconciliation of:
    • Managed services (MRR) contracts
    • Licensing subscriptions (e.g., Microsoft 365, security tools)
    • User and device counts across accounts
  • Validate billing accuracy across:
    • PSA systems
    • Vendor portals
    • Customer invoices
  • Identify discrepancies and ensure alignment across all systems
• PSA Contract Management
  • Build, update, and maintain service contracts within the PSA platform
  • Ensure accurate configuration of:
    • Recurring billing rules
    • Per-user / per-device pricing models
    • Service bundles and add-ons
  • Manage ongoing updates, including:
    • User count changes
    • Licensing adjustments
    • Contract modifications
• Time Entry & Ticket Billing Review
  • Review technician time entries for:
    • Accuracy
    • Completeness
    • Proper billable classification
  • Ensure correct linkage between:
    • Tickets and contracts
    • Project work and invoices
    • Time & materials billing
  • Collaborate with service teams to resolve discrepancies and missing data
• Customer Billing Support
  • Serve as a point of contact for customer billing inquiries
  • Respond to questions related to:
    • Invoices
    • Subscription changes
    • Contract adjustments
  • Process requests such as:
    • User additions/removals
    • License updates
    • Service upgrades or downgrades
  • Maintain clear, professional communication with clients
• Documentation & Reporting
  • Maintain and improve internal billing documentation and SOPs
  • Support reporting across:
    • MRR reconciliation
    • Subscription tracking
    • Contract accuracy and changes
  • Assist in identifying trends and recurring billing issues

Qualifications

• 3+ years of experience in billing, revenue operations, or finance
• Experience working with a Managed Services Provider (MSP) or IT services company
• Strong understanding of recurring revenue (MRR) billing models
• Hands-on experience with PSA tools such as:
  • Autotask
  • ConnectWise
  • HaloPSA
  • Kaseya BMS
• Experience reviewing technician time entries and ticket-based billing
• Strong reconciliation skills and attention to detail
• Excellent written English for customer communication

Preferred Qualifications

• Familiarity with Microsoft 365 licensing models
• Exposure to cybersecurity tools (EDR, MDR, DNS filtering, backup solutions)
• Experience with QuickBooks Online or similar accounting platforms
• Experience working with remote/offshore MSP teams

Key Success Metrics

• Billing accuracy and invoice reliability
• Timely and complete subscription reconciliation
• Reduction in billing discrepancies and adjustments
• Response time and quality of customer billing support
• Accuracy and cleanliness of PSA contract data

What This Role Is Not

• Not a basic invoicing or data-entry role
• Not siloed — requires cross-functional coordination with finance and service teams
• Not reactive — proactive reconciliation and issue prevention are expected

Why This Role Matters

In an MSP environment, billing complexity scales quickly due to recurring contracts with variable user/device counts, multiple vendor subscriptions, and integration between PSA, vendor systems, and accounting. This role ensures revenue accuracy, client trust, and operational efficiency — all critical to growth and retention.