Office Manager/Billing Manager
Sleep Therapy Solutions
Hudson, OH
11/01/20 - Current
- Developed and implemented office policies and procedures.
- Assisted with the preparation of budgets, forecasts and financial statements.
- Supervised staff members, organized schedules and delegated tasks.
- Maintained filing system for records, correspondence and other documents.
- Ordered supplies and equipment to maintain adequate inventory levels.
- Provided administrative support to management team including preparing reports and presentations.
- Created spreadsheets in Excel to track data such as vacation requests, sick days .
- Answered phone calls, responded to emails, routed mail and coordinated courier services.
- Resolved customer inquiries in a timely manner while maintaining positive relationships with clients.
- Managed front desk operations including greeting visitors, answering questions or directing them to appropriate personnel.
- Tracked invoices and payments to ensure accuracy of accounts receivable and payable information.
- Organized company events including holiday parties, team building activities .
- Performed general bookkeeping duties such as reconciling bank statements and creating journal entries.
- Ensured compliance with applicable laws regarding employment practices.
- Reviewed contracts for accuracy prior to signing off on behalf of the company.
- Provided training to new hires on office policies and procedures.
- Managed office inventory and placed new supply orders.
- Monitored payments due from clients and promptly contacted clients with past due payments.
- Maintained impeccable office organization to support efficiency, professionalism and performance objectives.
- Oversaw receiving and organizing correspondence, answering and forwarding calls and creating business letters and records.
- Reviewed files and records to obtain information and respond to requests.
- Managed, scheduled and coordinated office functions and activities for employees.
- Handled scheduling and managed timely and effective allocation of resources and calendars.
- Used judgment and initiative in handling confidential matters and requests.
- Coded and entered daily invoices with in-house accounting software.
- Implemented and maintained company protocols to facilitate smooth daily activities.
- Coordinated office activities and operations to secure efficiency and compliance with company policies.
- Trained and mentored administrative staff members in company policies, daily task execution and industry best practices.
- Sustained office efficiency by implementing and planning office systems, equipment procurement and layouts.
- Interpreted and communicated work procedures and company policies to staff.
- Remained calm and professional in stressful circumstances and effectively diffused tense situations.
- Resolved customer inquiries and complaints requiring management-level escalation.
- Delegated work to staff, setting priorities and goals.
- Reviewed completed work to verify consistency, quality and conformance.
- Recruited and trained new employees to meet job requirements.
- Provided leadership, insight and mentoring to newly hired employees to supply knowledge of various company programs.
- Interviewed prospective employees and provided input to HR on hiring decisions.
- Assigned work and monitored performance of project personnel.
- Produced thorough, accurate and timely reports of project activities.
- Reviewed employee performance and provided ongoing feedback and coaching to drive performance improvement.
- Mediated conflicts between employees and facilitated effective resolutions to disputes.
- Evaluated individual and team business performance and identified opportunities for improvement.
- Proposed or approved modifications to project plans.
- Developed and implemented billing procedures to ensure accurate data entry and timely payment collection.
- Analyzed customer accounts and identified discrepancies in invoices, payments, credits, and deductions.
- Reviewed customer contracts for accuracy of pricing, terms of payment, discounts.
- Prepared monthly reports on accounts receivable status and aging analysis.
- Worked with customers to resolve billing disputes in a timely manner.
- Researched complex billing issues using internal resources and external sources as needed.
- Managed daily cash postings from lockbox or other electronic methods of payment processing.
- Maintained customer records in accounting systems ensuring accuracy of information entered into system.
- Created manual invoices when necessary for special circumstances such as rush orders or incorrect pricing on original invoice.
- Processed customer refunds promptly upon request.
- Monitored delinquent accounts and worked with collections department if necessary.
- Generated monthly aged trial balances for review by management team.
- Investigated unapplied payments or credits to determine appropriate application method.
- Provided support to Accounts Payable department when needed regarding vendor inquiries or dispute resolution.
- Participated in process improvement initiatives to increase efficiency within the department.
- Resolved billing issues by applying knowledge and completing in-depth research.
- Managed billing calendar and scheduled claims for payments.
- Developed improved standard operating procedures to increase billing accuracy and cash flow.
- Helped customers to bring accounts into good standing by implementing payment plans.
- Set up and maintained Brightree electronic billing system.
- Developed performance improvement plans based on deep reviews of current work.
- Enforced operational compliance with state and federal laws and Insurance and Medicare standards.
- Completed month-end and year-end closings, kept records audit-ready and monitored timely recording of accounting transactions.
- Developed invoicing systems and internal controls to boost billing efficiencies.
- Conducted reviews and evaluations for cost-reduction opportunities.
