Invoicing Specialist

• Process and enter service technicians handwritten work orders into the service management system, ensuring accuracy and completeness.

• Interpret and transcribe detailed descriptions of work performed, often from handwritten documentation.

• Review and verify payroll hours by comparing work order documentation to time posted in the system.

• Confirm that all materials used on service jobs have been properly entered and recorded; coordinate with Accounts Payable when necessary.

• Audit completed work orders for accuracy and completeness prior to invoicing.

• Batch, print, and prepare invoices for management review and approval.

• Distribute approved invoices to customers via email, company web portals, or traditional mail as required.

• Utilize service management software to process work orders and generate customer invoices.

• Support the integration of Accounts Payable, Accounts Receivable, and inventory functions within the service management system.

• Provide general administrative support, including answering and directing incoming phone calls as needed.

• Assist with additional office and clerical duties to support the service and accounting teams.

Qualifications

• Previous experience in invoicing, billing, administrative support, customer service, or accounting.

• Strong data entry and organizational skills with a high degree of accuracy.

• Ability to review, interpret, and process handwritten documentation.

• Working knowledge of Accounts Payable, Accounts Receivable, or general accounting principles preferred.

• Proficiency in Microsoft Excel, Word, and Outlook.

• Strong attention to detail, problem-solving abilities, and time management skills.

• Positive attitude, strong work ethic, and willingness to learn new systems and processes.