Billing Client Support Specialist

Summary

Apex Acquisition is a marketing and sales consultancy serving the wealth management and financial advisory space. The Billing Client Support Specialist owns client billing, payment processing, collections, billing inquiries, refunds, chargebacks, renewals, and reconciliation while coordinating with clients, payment processors, Client Success, Sales, and leadership.

Responsibilities

• Handle client billing inquiries and failed payments via phone and email
• Own client billing and payment processing across active accounts, including program fees, advertising spend, renewals, installments, and additional fees
• Review contracts and maintain accurate payment schedules based on agreed-upon amounts, due dates, and terms, including approved custom arrangements and non-standard billing structures
• Track upcoming, due, overdue, and outstanding payments; proactively follow up on failed or overdue payments and document collection activity
• Collect and maintain billing authorizations and payment information securely through approved systems
• Troubleshooting declined payments, card issues, processor restrictions, and other payment failures
• Support clients with billing questions, balances, payment schedules, and discrepancies, and provide invoices and payment documentation when requested
• Process approved refunds and ensure they are documented accurately
• Manage chargebacks and payment disputes from initial notification through resolution, gathering supporting documentation and coordinating timely responses with payment processors
• Track dispute outcomes, determine whether payments need to be recollected based on the contract and dispute resolution, and coordinate appropriate follow-up
• Coordinate renewal billing, including upfront payments and future payment schedules, and confirm required payments are complete before accounts are relaunched or extended
• Reconcile contracts, payment records, and internal account information; resolve discrepancies and maintain accurate billing trackers and financial records
• Keep Client Success, Sales, and leadership informed of payment status and account issues, and serve as the primary internal resource for billing and collections
• Handle billing escalations within established authority, obtain leadership approval when required, and follow up on accounts that are not meeting contractual payment obligations
• Assisting with the creation and review of client contracts

Skills

• Have experience in client billing, accounts receivable, collections, payment operations, or a closely related role
• Have experience managing chargebacks, payment disputes, and supporting documentation for processor responses
• Have experience with recurring billing, renewals, and custom payment arrangements
• Have experience supporting clients in marketing agencies, coaching organizations, or other service-based businesses
• Have experience coordinating billing matters across Sales, Client Success, and finance or operations teams
• Understand invoicing, installment plans, payment schedules, and account reconciliation
• Can interpret contractual billing terms and translate them into accurate charges and payment schedules
• Have experience using payment processors and resolving failed transactions or billing discrepancies
• Communicate clearly and confidently, including during sensitive conversations about overdue balances or payment disputes
• Pay close attention to details and maintain accurate, organized financial records
• Take ownership of your work and manage multiple accounts, deadlines, and follow-ups without constant supervision
• Are comfortable using spreadsheets, CRMs, and billing systems, and learning new tools
• Exercise sound judgment, protect confidential information, and recognize when an issue requires
• Leadership approval

Qualifications

Must Haves

• Have experience in client billing, accounts receivable, collections, payment operations, or a closely related role
• Have experience managing chargebacks, payment disputes, and supporting documentation for processor responses
• Have experience with recurring billing, renewals, and custom payment arrangements
• Have experience supporting clients in marketing agencies, coaching organizations, or other service-based businesses
• Have experience coordinating billing matters across Sales, Client Success, and finance or operations teams
• Understand invoicing, installment plans, payment schedules, and account reconciliation
• Can interpret contractual billing terms and translate them into accurate charges and payment schedules
• Have experience using payment processors and resolving failed transactions or billing discrepancies
• Communicate clearly and confidently, including during sensitive conversations about overdue balances or payment disputes
• Pay close attention to details and maintain accurate, organized financial records
• Take ownership of your work and manage multiple accounts, deadlines, and follow-ups without constant supervision
• Are comfortable using spreadsheets, CRMs, and billing systems, and learning new tools
• Exercise sound judgment, protect confidential information, and recognize when an issue requires
• leadership approval

Benefits

• Remote work