Invoicing Specialist OR Recent Accounting Graduate

Job Title: Billing & Invoicing Specialist

Job Description:

We are looking for a detail-oriented and organized Billing & Invoicing Specialist to join our team. This role is essential in ensuring the accurate and timely processing of invoices for re-orders, services, and installations. The ideal candidate will be responsible for maintaining billing records, resolving discrepancies, and collaborating with internal teams to support smooth financial operations.

Key Responsibilities:

• Process and issue invoices for re-orders, services, and installations.
• Prepare and compile sales invoices with required documentation for both portal and non-portal customers.
• Submit invoices through appropriate channels based on customer requirements.
• Provide invoice copies upon customer request.
• Monitor and manage the billing inbox.
• Apply pre-payments to maintain accurate customer balances.
• Organize and archive finalized invoices in the billing system.
• Track and update invoice submission statuses.
• Respond to customer inquiries related to billing and invoicing.
• Collaborate with internal teams to resolve discrepancies, errors, or rejected invoices.
• Re-send invoices as requested by customers or internal stakeholders.
• Support additional billing and invoicing activities as needed.
• Participate in cross-training for other billing-related functions.
• Assist with audit-related documentation and invoice requests.

Essential Skills:

• Experience handling sales invoices and related documentation.
• Strong interpersonal skills and ability to work cross-functionally.
• Proficiency in Microsoft Office tools.
• Understanding of GAAP and basic accounting principles.
• High attention to detail and commitment to accuracy and deadlines.
• Effective written and verbal communication skills.
• Comfortable using billing platforms and invoice systems.
• Willingness to learn and adapt to new tools and processes.

Preferred Qualifications:

• Bachelor’s degree in Accounting, Finance, or a related field.
• Experience in a manufacturing or contracting environment.
• 1+ years of experience in accounts payable, invoicing, or billing.
• Basic Excel skills; familiarity with pivot tables and lookups is a plus.
• Experience with ERP systems; knowledge of Navision is preferred.