Primary FunctionThis role supports the Sales Operations, Project Management, and Accounting teams by coordinating revenue tracking, client billing, accruals, reconciliations, collections, and administrative processes for Freedom Scientific and TPGi. The position ensures the accuracy and consistency of revenue-related records, supports SaaS order fulfillment and renewals, assists with financial reporting and month-end activities, and helps maintain compliance with client and vendor requirements.
Scope of WorkThe duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position.
- Sales Close Processing and Revenue Tracking
- Enter closed sales into the billing spreadsheet and record the corresponding information in both the SD Revenue Sheet and the Master Revenue Sheet.
- Review sales information for completeness and accuracy.
- Follow up with sales representatives regarding missing information or discrepancies, including purchase orders (POs), billing contacts, billing addresses, and other required details.
- Client Billing and Accrual Management
- Invoice clients throughout the month based on direction and guidance from Project Managers (PMs).
- Track billing and accruals in the personal billing spreadsheet, SD Revenue Sheet, and Master Revenue Sheet.
- Record adjustments in the Monthly Adjustment Sheet, as applicable.
- Establish and maintain revenue deferrals in the Microsoft Dynamics GP (GP) deferral module when invoicing SaaS products.
- Monthly Revenue Reconciliation
- Prepare and provide Accounting with a monthly adjustment spreadsheet based on accruals and unearned revenue.
- Collaborate with Accounting following month-end to identify, investigate, and resolve discrepancies.
- Review revenue-related records to support accurate financial reporting and reconciliation.
- SaaS Order and Revenue Administration
- Coordinate order processing and revenue tracking for SaaS products, including JAWS Inspect (JI), Kiosk, and ARC.
- Record applicable orders and revenue information in the SD Revenue Sheet and Master Revenue Sheet.
- Review renewals and update Salesforce (SF) dates as needed.
- Establish revenue deferrals during invoicing, as applicable.
- Deliver JAWS Inspect and Kiosk licenses or communicate license updates to clients via email.
- Accounts Receivable and Collections
- Conduct weekly follow-up communications with clients regarding outstanding invoices and collections.
- Forward remittance advice to Accounts Receivable (AR) to support payment application and account reconciliation.
- Vendor Documentation and Registration
- Complete vendor forms by providing required company information to support the establishment of new client relationships.
- Register the company in client and vendor portals as required to facilitate business transactions and billing processes.
- Revenue Forecast Maintenance
- Update the Revenue Forecast daily by transferring revenue estimates from the SD Revenue Sheet to the Master Revenue Sheet.
- Maintain accurate and timely revenue forecast information to support reporting and financial planning.
- Expense Report Assistance
- Assist with expense report preparation and related administrative requirements.
- Additional Financial and Administrative Support
- Annual Audits: Gather and provide supporting documentation, including invoices, contracts, and other financial records, for annual audits.
- Historical Accruals and Unearned Revenue: Review aged accruals and unearned revenue balances and coordinate with Project Managers on necessary follow-up and resolution.
- Historical Opportunity Research: Provide historical opportunity and sales information to Sales Directors (SDs) and Project Managers upon request.
- Reporting: Generate reports from Microsoft Dynamics GP as requested.
Miscellaneous Support: Perform other sales operations, revenue administration, and financial support duties as assigned.
Supervisory Responsibilities- There are none for this position,
Required Knowledge/Skills/AbilitiesQualifications:
- Strong organizational skills and attention to detail, with the ability to maintain accurate financial and revenue-related records across multiple spreadsheets and systems.
- Knowledge of client billing, revenue tracking, accruals, unearned revenue, and account reconciliation processes.
- Proficiency in Microsoft Excel and the ability to manage and reconcile data across multiple spreadsheets.
- Experience with Microsoft Dynamics GP or similar accounting and enterprise resource planning (ERP) systems preferred.
- Familiarity with Salesforce or similar customer relationship management (CRM) systems preferred.
- Strong written and verbal communication skills, including the ability to communicate professionally with clients and internal stakeholders regarding billing, collections, and documentation requirements.
- Ability to investigate discrepancies, identify missing information, and coordinate timely resolution with the appropriate teams.
- Ability to manage multiple priorities, meet deadlines, and work independently while collaborating effectively with cross-functional teams.
- Strong problem-solving skills and the ability to handle confidential financial and business information appropriately.
Physical RequirementsReasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.
The position primarily involves computer-based work, including data entry, spreadsheet management, financial record review, email communication, and preparation of reports and documentation. The role requires the ability to use a computer and standard office equipment for extended periods, communicate effectively, and maintain attention to detail while performing administrative and financial tasks.
The above statements are intended to describe the general nature and level of work being performed by the person assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, skills, and physical demands required of personnel so classified.
