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

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

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:PartsLaborTrip/service fees
* 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