Billing Analyst

Commercial Billing Analyst

Informally known as Kopke, William H. Kopke Jr., Inc. is a third-generation family-owned company founded in 1937 by its namesake. For over 80 years, Kopke has imported premium fresh fruit from around the world for distribution throughout North America.

As a leading importer of fresh produce, the company remains focused on delivering the highest quality products to customers across the United States and Canada. Family values, including integrity, honesty, and hard work, remain the foundation of the organization and continue to guide its operations today.

Position Overview

The Commercial Billing Analyst is a dedicated role within the Commercial and Sales division responsible for supporting account management and business development through accurate billing execution, deduction management, accounts receivable follow-through, and proactive issue resolution.

This role serves as a key liaison between Sales, Account Management, Operations, and Finance to ensure customer account integrity, accurate invoicing, timely revenue flow, and effective resolution of billing discrepancies.

Reporting directly to the Sr. Manager of Planning & Partnerships, this individual will manage billing processes for high-volume retail accounts while driving cross-functional communication and operational efficiency.

Essential Duties & Responsibilities:

Billing & System Management

• Execute daily invoicing activities across internal and external customer platforms for assigned accounts
• Perform daily reconciliation of invoices and transactions to ensure accuracy and completeness
• Identify, investigate, and resolve billing discrepancies in coordination with internal departments
• Maintain accurate invoice records and supporting documentation

Billing Procedures & Processing

• Conduct daily billing reviews to ensure proper processing within internal systems
• Enter rejection notifications and related billing adjustments based on Account Managers direction
• Ensure all rejection entries contain accurate disposition rates and supporting details
• Monitor invoice activity to ensure compliance with customer-specific requirements

Account Oversight & Reporting

• Partner with management to review recurring account statements for major retail customers, including Costco, Kroger, Target, Meijer, Wakefern, Aldi, BJ’s, AWG, and others
• Monitor account activity and proactively identify risks, discrepancies, shortages, or operational concerns
• Assist with reporting, account analysis, and reconciliation activities as needed

Deductions Management & Investigation

• Investigate customer deductions and validate supporting documentation
• Apply approved deductions accurately and maintain detailed records
• Coordinate with Accounts Receivable and Billing teams to reconcile open balances and maintain accurate customer statements
• Follow through on unresolved deduction and billing issues to completion

Cross-Functional Communication & Issue Resolution

• Serve as a primary point of contact for billing-related inquiries from internal departments and external customers
• Manage customer-specific billing requirements, routing requests, and documentation needs
• Communicate billing updates, discrepancies, and resolutions in a timely and professional manner
• Maintain organized records of billing activities, deductions, disputes, and resolutions

Education & Experience

• Associate’s or Bachelor’s degree in Business Administration, Accounting, Supply Chain, Finance, or a related field
• 2–5 years of experience in high-volume billing, invoicing, customer account support, or commercial operations
• Experience working with retail or customer-specific billing requirements is preferred
• Prior experience with ERP, billing, or invoicing systems strongly preferred

Knowledge, Skills & Abilities

• Strong attention to detail and commitment to accuracy
• Excellent organizational and time management skills
• Effective written and verbal communication skills
• Strong analytical and problem-solving abilities
• Ability to manage multiple priorities in a fast-paced environment
• Professionalism and composure under pressure
• Understanding of invoicing workflows, reconciliations, and deduction management
• Strong documentation and recordkeeping practices
• Proficiency in Microsoft Excel and business systems is preferred

Physical & Work Environment Requirements

• Prolonged periods of sitting and computer work
• Ability to occasionally lift and carry office materials up to 15 pounds
• Ability to work in a fast-paced office environment with changing priorities

William H. Kopke Jr. Inc is an equal opportunity employer. All qualified applicants receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.