Invoicing Specialist with Admin Support

Position Summary

The Invoicing Specialist with Administrative Support is responsible for accurately preparing, processing, and maintaining customer invoices while providing administrative support to ensure efficient office operations. This position requires excellent organizational skills, attention to detail, strong customer service abilities, and the ability to manage multiple priorities in a fast-paced environment.

Essential Duties And Responsibilities

• Invoicing & Billing
• Prepare, review, and process customer invoices accurately and in a timely manner
• Verify billing information, pricing, quantities, taxes, and supporting documentation before invoicing
• Maintain accurate billing records and customer account information
• Research and resolve invoice discrepancies and billing questions
• Process credit memos and invoice adjustments as needed
• Work closely with operations, sales, and accounting departments to ensure accurate billing
• Assist with month-end billing activities and reporting
• Maintain confidentiality of financial and customer information

Administrative Support

• Answer and direct incoming phone calls professionally
• Greet customers, vendors, and visitors
• Process incoming and outgoing mail and deliveries
• Maintain electronic and paper filing systems
• Prepare correspondence, reports, spreadsheets, and other business documents
• Order and maintain office supplies
• Schedule meetings and assist with administrative projects
• Support management with data entry and general office tasks
• Auxiliary support other departments as needed to ensure efficient daily operations

Qualifications

• High school diploma or GED required; Associate degree in Business or Accounting preferred
• Minimum of 2 years of invoicing, billing, accounting, or administrative experience preferred
• Strong computer skills, including Microsoft Outlook, Word, and Excel
• Experience with accounting or ERP software is preferred
• Excellent attention to detail and accuracy
• Strong organizational and time management skills
• Ability to prioritize multiple tasks while meeting deadlines
• Excellent verbal and written communication skills
• Professional demeanor and customer service mindset
• Ability to work independently and as part of a team

Physical Requirements

• Ability to sit for extended periods while working on a computer
• Frequent use of hands for keyboarding and office equipment

Work Environment

• Office setting with regular interaction with employees, customers, and vendors
• Standard business hours with occasional overtime as business needs require

Benefits

• Medical insurance
• 401(k) retirement plan
• Paid vacation leave
• Stable, family-oriented work environment
• Opportunity for long-term career growth

Key Competencies

• Attention to Detail
• Organization and Planning
• Customer Service
• Communication Skills
• Problem Solving
• Confidentiality
• Time Management
• Dependability
• Teamwork
• Adaptability