Invoicing Specialist

Published: 6/14/2022

Job Description

The Invoice Specialist is a key administrative team member responsible for ensuring accurate and timely invoices for products and services. This role acts as a central communication hub between manufacturers, customers, service, and sales teams. The ideal candidate is responsive, detail-oriented, and committed to delivering excellent customer service while embodying Michelli's core values: integrity, initiative, teamwork, quality, leadership, safety, and accountability.

Key Responsibilities

Monitor and manage incoming office emails.

Create vendor purchase orders for product sales based on CRM Order Fulfillment Instructions (OFIs).

Maintain and update the order book for all product sales.

Generate invoices for product sales and service orders, including all applicable fees.

Ensure both item fulfillment and corresponding invoicing have matching accounting periods.

Ensure all invoices are completed in the correct accounting period.

Follow up with customers to collect outstanding accounts receivable.

Ensure adherence to profit margin expectations.

Support the setting up of new customer accounts and facilitate the credit application process.

Organize and maintain physical and digital filing systems.

Maintain internal documentation to support business operations.

Compose and send routine correspondence.

Prepare outgoing mail, email, and faxes.

Attend job-related training sessions as required.

Provide support to coworkers as needed when time permits.

Any other duties assigned.

Qualifications

High school diploma or equivalent required; associate's or bachelor's degree preferred.

Experience in customer service, account coordination, order management, or administrative support preferred.

Experience working with ERP systems, CRM software, customer portals, or similar business applications preferred.

Strong attention to detail and organizational skills.

Excellent communication and customer service skills.

Ability to prioritize multiple tasks while meeting deadlines.

Proficiency in Microsoft Office, particularly Excel and Outlook.

Ability to work collaboratively across multiple departments while maintaining a high level of professionalism.

Strong problem-solving skills and the ability to adapt to changing customer and business needs.

Requirements

Ability to work in an office environment for extended periods of time.

Ability to sit, stand, and use standard office equipment, including computers, phones, printers, and copiers.

Ability to manage multiple incoming communications and maintain professionalism under pressure.

Ability to support daily regional customer service operations.

Ability to work flexible hours as needed to meet business demands.

Ability to maintain detailed customer records.

Ability to occasionally lift or move files, packages, or office materials up to 15 pounds.

Regular and reliable attendance to support team leadership, customer needs, and operational continuity.