Lubricants Billing Specialist
Position Summary
The Lubricant Billing Specialist is responsible for accurate and timely invoicing, pricing validation, and account reconciliation within a wholesale finished lubricants distribution environment. This role ensures billing integrity across bulk lubricants, packaged lubricants, and related services while supporting customer satisfaction, margin protection, and compliance with contractual pricing agreements.
Key Responsibilities
Billing & Invoicing
Generate and process high-volume invoices for bulk lubricants, packaged goods, DEF, and related services.
Ensure accurate application of pricing structures, including contract pricing, spot pricing, and index-based adjustments.
Validate freight, fuel surcharges, and additive/service charges prior to invoice release.
Manage automated and manual billing processes within ERP systems.
Pricing & Contract Compliance
Maintain and update customer pricing matrices based on supplier cost changes, index movements (e.g., base oil postings), and negotiated agreements.
Review and audit invoices to ensure margin accuracy and alignment with company pricing policies.
Coordinate with sales and procurement teams on pricing discrepancies or updates.
Account Reconciliation & Dispute Resolution
Investigate and resolve billing discrepancies, short-pays, and customer disputes in a timely manner.
Reconcile customer accounts and support Accounts Receivable with aging issues tied to billing errors.
Issue credits, rebills, and adjustments as needed with proper documentation.
Operational Coordination
Work closely with dispatch, logistics, and warehouse teams to ensure delivery tickets (BOLs) align with billed quantities and products.
Verify tax application (sales tax, environmental fees, etc.) based on jurisdiction and product type.
Support month-end close processes, including accruals and billing cutoffs.
Reporting & Continuous Improvement
Generate billing accuracy and exception reports.
Identify trends in billing errors or margin leakage and recommend process improvements.
Assist with system enhancements, automation initiatives, and data integrity efforts.
Associate’s or Bachelor’s degree in Accounting, Finance, Business, or related field preferred.
2+ years of billing, invoicing, or accounting experience, preferably in fuel, lubricants, or industrial distribution.
Technical Skills
Experience with ERP systems (e.g., SAP, Oracle, or industry-specific platforms).
Strong proficiency in Microsoft Excel (pivot tables, VLOOKUP/XLOOKUP, data analysis).
Familiarity with pricing structures tied to commodity markets is a plus.
Industry Knowledge (Preferred)
Understanding of finished lubricants, base oils, and related product categories.
Exposure to wholesale distribution operations, including bulk and packaged deliveries.
Core Competencies
Strong attention to detail and accuracy
Analytical thinking and problem-solving
Ability to manage high-volume transactions under tight deadlines
Effective communication across sales, operations, and finance teams
Customer-focused mindset with strong follow-through
Working Conditions
Remote based role with periodic interaction with warehouse and operations teams when in the office.
May require extended hours during month-end close or price change cycles.
Originally posted on
Himalayas
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