Title: AR Invoicing Admin
SUMMARY:
Responsible for invoicing daily sales, performing month-end dock walk audits, tracking non-invoiced work orders weekly, and completing daily/weekly/monthly reporting.
SCOPE/SUPERVISION AND INTERACTION: The individual contributor will report to the Accounts Receivable Manager and will routinely interact with Operations, Shipping, Planning, Production Support, and other internal teams to support day-to-day accounting invoicing activities. Occasional customer contact may be required.
ESSENTIAL FUNCTIONS:
Invoicing function:
· Prepare and issue customer invoices accurately and in a timely manner using the company ERP system.
· Verify purchase orders, contracts, shipping documentation, and order entry prior to invoicing to ensure billing accuracy.
· Review and reconcile invoice discrepancies, and coordinate corrections with Operations, Sales, and Shipping.
· Support month-end close activities related to invoicing and revenue recognition (cutoffs, accruals, reconciliations).
· Ensure invoicing processes comply with company policies, contractual terms, and relevant regulations (tax, export controls, etc.).
· Provide documentation and support for internal and external audits.
· Continuously identify opportunities to improve invoicing processes, automation, and data quality.
AR function, collections only, no cash posting:
· Assist with Accounts Receivable collections. Work with contract administrators, customers, and the entire AR team to ensure proper collection efforts.
· Contact customers via phone or email to collect past-due balances.
· Prioritize collection activities based on aging, risk, and account history.
· Monitor promises to pay and follow up to ensure commitments are met.
· Review A/R aging reports daily/weekly and take action on delinquent accounts and keep notes on collection attempts.
· Investigate short pays, deductions, chargebacks, and invoice disputes.
· Coordinate with Sales, Customer Service, Contracts, Operations, and Key Account Managers to resolve issues quickly.
· Ensure supporting documentation is gathered and communicated to customers (PODs, invoices, statements, etc.).
· Provide regular updates on collection efforts, high-risk accounts, and expected cash receipts.
ESSENTIAL REQUIREMENTS:
· High school diploma or equivalent; Associate's degree in Accounting, Finance, or related field preferred.
· Minimum 2 years of relevant invoicing/accounts receivable or accounting experience.
· Proficient in Microsoft Excel (required): pivot tables, VLOOKUP/XLOOKUP, INDEX/MATCH, basic formulas.
· Experience with ERP or billing systems and order-to-cash processes.
· Strong attention to detail and accuracy in data entry and reconciliation.
· Ability to work overtime and commit to at least two Saturdays per month as business needs require.
· Reliable, punctual, and able to meet strict deadlines in a fast-paced environment.
· Good written and verbal communication skills; comfortable interacting with internal teams (Operations, Shipping, Sales) and external customers.
· Ability to prioritize workload, manage multiple tasks, and escalate issues as appropriate.
· Demonstrated problem-solving skills and ability to follow documented procedures.
PREFERRED / DESIRABLE QUALIFICATIONS
· Associate's or Bachelor's degree in Accounting, Finance, or related field.
· Experience with Microsoft Power BI or other reporting tools.
· Prior experience in a manufacturing, distribution, or government-contracting environment.
· Familiarity with billing compliance, tax requirements, or export controls related to invoicing.
SCHEDULING REQUIREMENTS
· Ability to work occasional extended hours and/or weekends (minimum two Saturdays/month).
· Ability to sit at a workstation and perform repetitive keyboard tasks for extended periods.