AR Invoicing Admin

SUMMARY: Has responsibilities for Invoicing daily sales, performing month-end dock walk audits, tracking non-invoiced work orders on a weekly basis, and 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 contact with customers 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 on Accounts Receivable collections. Work with contract administrators, customers, and 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 keeps 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.