Billing Operations Specialist
Location: Plymouth, MN - on-site with potential to transition to hybrid once established in the role.
About RowCal
RowCal is a fast-growing, innovative HOA and Property Management company, bringing "The Smarter Way to HOA" to thriving communities across the United States. Focused on Our Mission "To empower, enrich and elevate HOA communities and the lives of our employees who serve them", we are committed to doing things better with a can-do attitude and joyful spirit that puts HOA leaders at ease. We'll be a partner who cares, collaborates and creates the best HOA experience for a community.
Our core values of "trust, innovation, fun, and growth" are at the heart of everything we do. Help us transform HOA communities and make "home" extra special for the members we serve. You'll love what you do!
Job Summary
RowCal is hiring a Billing Operations Specialist to own the end-to-end marketing fee billing process for our Vendor Partnerships Program (VPP). The VPP generates revenue through marketing fees collected from vendor partners in exchange for qualified leads and access to our community manager network. As this program scales across 15 markets and approximately 50 vendor types, we need a dedicated operator to build and run a reliable, auditable, and scalable AR and invoicing process. This role sits on the Vendor Partnerships team, reporting to the Director of Vendor Partnerships, and works closely with Client Accounting, Corporate Accounting, Sales Ops, branch leadership, and vendor partners directly.
Role and Responsibilities
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Own the monthly marketing fee billing cycle for all active VPP vendor partners across all markets, ensuring invoices are accurate, timely, and properly formatted.
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Build and maintain standardized invoice templates with consistent terminology, line-item descriptions, and fee calculations that reflect each vendor’s contracted rate structure.
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Coordinate with Corporate Accounting to ensure invoices route correctly through the proper AR channels and are reflected accurately in RowCal’s financial systems.
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Reconcile billed amounts against source data from Salesforce, the VIVE platform, and vendor spend reports to confirm fee calculations are supportable and auditable.
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Track aging and payment status for all outstanding marketing fee invoices and maintain a clear weekly AR dashboard for program leadership.
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Manage first-line collections outreach to vendor partners on past-due balances, escalating to the Vendor Partnership Rep or Director only when the issue is contractual or relationship-sensitive.
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Document and resolve billing disputes in partnership with Sales Ops and Program Coordination, ensuring disputes do not stall through ambiguity.
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Design, document, and continuously improve the VPP billing SOP, from contract signing handoff through cash application, with an emphasis on repeatability and auditability.
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Partner with the Salesforce developer and Power BI analyst to automate data flows between vendor contracts, spend data, and invoicing wherever possible.
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Build reporting that ties billing performance to program-level KPIs, including fees billed, fees collected, DSO, dispute rate, and write-offs by market and vendor type.
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Flag contract or data quality issues back to the Vendor Partnership Rep and Program Coordinator before they become billing problems.
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Support new vendor onboarding by ensuring billing setup is complete, including rate structure, billing contact, payment terms, and W-9.
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Provide billing data and commentary for monthly program reporting to executive leadership and ownership.
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Other duties as assigned.
Qualifications and Education Requirements
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3+ years of hands-on AR, billing, or collections experience, preferably in a B2B services, franchise, or multi-location environment.
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Demonstrated ability to build or significantly improve a billing process from an early or ad hoc state.
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Bachelor’s degree in Accounting, Finance, Business, or a related field preferred; equivalent hands-on AR or billing experience considered in lieu of a degree.
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Strong Excel skills, including pivot tables, lookups, reconciliation workflows, and the ability to work with data from multiple source systems.
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Excellent written and verbal communication skills, with the ability to draft a firm-but-professional collections email and a clear internal escalation in equal measure.
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Strong organizational skills and high attention to detail.
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Ability to establish and meet deadlines in a fast-paced environment.
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Comfort operating in an environment where the process is being built in parallel with the work.
Preferred Skills
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Experience with percentage-of-revenue, marketing fee, rebate, or commission-based billing models.
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Familiarity with HOA management, property management, construction, or a similar vendor-heavy services industry.
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Experience with Salesforce or a comparable CRM for pulling contract and account data.
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Exposure to Power BI or similar reporting tools.
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Experience supporting private equity-backed businesses or PE-style financial reporting cadences.
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Background working with contracts that have tiered fee structures or negotiated terms.
Physical Requirements
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Ability to drive to and from several locations on occasion.
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Ability to withstand prolonged periods sitting at a desk and working on a computer.
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Employees in this role must be able to sit, stand, walk, and bend for prolonged periods.
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Must be able to lift up to 15 pounds at times.
Pay Range
The estimated starting pay range for this role is $75,000 - $85,000 per year. This good faith estimate is based upon RowCal's typical starting pay range for this role. Actual pay range depends on many factors including each employee's qualifications and market conditions and is subject to change.
Benefits
In addition to offering our team members competitive pay, we offer an excellent benefits package including 401k matching, paid time off, health insurance, dental insurance and vision insurance for employees and dependents. We also offer disability insurance along with other important benefits to ensure that our workers feel respected and valued. Although we work hard, we encourage our employees to always maintain a healthy work-life balance, so they can focus on their families and pursue outside interests.
We also strongly believe in community service and in making an impact at the local level. As a RowCal employee, you'll be allotted time off each year to engage in service with one of our community service partners.
RowCal is an Equal Opportunity Employer, meaning we do not discriminate against any employee or applicant because of race, color, sex, ancestry, national origin, sexual orientation, marital status, religion, age, disability, gender identity, results of genetic testing, military or veteran status, or any other or any other federal, state or local protected class.
