Accounts Receivable (AR) Invoicing Administrator

Position Title: AR Invoicing Administrator
Work Authorization: U.S. Only
Shift: 1st Shift
Schedule: Must be available to work at least two Saturdays per month and occasional overtime

Position Overview

We are seeking a detail-oriented and organized Accounts Receivable (AR) Invoicing Administrator to support daily invoicing, accounts receivable collections, financial reporting, and month-end accounting activities.

This position is responsible for processing daily sales invoices, performing month-end dock walk audits, tracking non-invoiced work orders, and preparing daily, weekly, and monthly reports.

The ideal candidate will have experience in accounts receivable, invoicing, collections, ERP systems, and advanced Microsoft Excel, with the ability to work accurately in a fast-paced environment.

This individual contributor will report to the Accounts Receivable Manager and collaborate with Operations, Shipping, Planning, Production Support, Sales, and other internal departments. Occasional customer interaction may be required.

Key Responsibilities

Invoicing & Billing Administration

• Prepare and issue customer invoices accurately and on time using the company's ERP system.

• Verify purchase orders, contracts, shipping documentation, and order entries before invoicing to ensure billing accuracy.

• Review and reconcile invoice discrepancies, coordinating corrections with Operations, Sales, and Shipping teams.

• Track non-invoiced work orders weekly and follow up to ensure timely billing.

• Perform month-end dock walk audits and support accurate invoicing of completed work.

• Support month-end close activities related to invoicing and revenue recognition, including cutoffs, accruals, and reconciliations.

• Ensure invoicing activities comply with company policies, contractual terms, and applicable regulations, including tax and export control requirements.

• Prepare and maintain documentation for internal and external audits.

• Identify opportunities to improve invoicing processes, automation, and data accuracy.

Accounts Receivable & Collections

• Assist with accounts receivable collections and follow up on outstanding customer balances.

• Collaborate with contract administrators, customers, and the AR team to support timely collections.

• Contact customers by phone and email regarding past-due balances.

• Prioritize collection activities based on account aging, payment risk, and customer history.

• Monitor customer payment commitments and follow up to ensure timely resolution.

• Review AR aging reports daily and weekly, taking appropriate action on delinquent accounts.

• Maintain detailed records of collection activities, customer communications, and payment follow-ups.

• Investigate short payments, deductions, chargebacks, and invoice disputes.

• Coordinate with Sales, Customer Service, Contracts, Operations, and Key Account Managers to resolve billing and payment issues.

• Gather and provide supporting documentation, including proof of delivery (POD), invoices, and account statements.

• Provide regular updates regarding collection efforts, high-risk accounts, and anticipated cash receipts.

Note: This position focuses on AR collections and invoicing. Cash posting is not part of the role.

Reporting, Reconciliation & Administrative Support

• Prepare and maintain daily, weekly, and monthly invoicing and accounts receivable reports.

• Monitor outstanding invoices, non-invoiced work orders, and collection activities.

• Utilize Microsoft Excel to analyze financial data, reconcile discrepancies, and maintain accurate reporting.

• Support month-end accounting activities and audit preparation.

• Maintain accurate financial records and supporting documentation.

• Collaborate with cross-functional teams to resolve billing issues and improve operational efficiency.

Required Qualifications

• High school diploma or equivalent.

• Minimum of two (2) years of relevant experience in invoicing, accounts receivable, or accounting.

• Strong Microsoft Excel proficiency required, including:

  • PivotTables

  • VLOOKUP / XLOOKUP

  • INDEX / MATCH

  • Basic formulas and data analysis

• Experience using ERP systems, billing platforms, and order-to-cash processes.

• Understanding of invoicing, billing reconciliation, and accounts receivable collections.

• Strong attention to detail and accuracy in data entry, financial reporting, and reconciliation.

• Ability to work in a fast-paced environment while meeting strict deadlines.

• Strong written and verbal communication skills.

• Comfortable communicating with internal departments and external customers.

• Ability to prioritize multiple responsibilities and escalate issues when appropriate.

• Demonstrated problem-solving skills and ability to follow established procedures.

• Reliable attendance, punctuality, and willingness to work overtime as needed.

• Must be available to work at least two Saturdays per month.

Preferred Qualifications

• Associate's or Bachelor's degree in Accounting, Finance, or a related field.

• Experience using Microsoft Power BI or other reporting and data visualization tools.

• Previous accounting, invoicing, or AR experience within a manufacturing, distribution, or government-contracting environment.

• Familiarity with billing compliance, tax requirements, and export controls related to invoicing.

• Experience supporting month-end close, revenue recognition, and financial audits.