Description
Job Title: Invoicing Specialist
Department: Customer Invoicing
Reports To: Director, Invoicing
Position Type: Full Time, Non-Exempt
Shift/Schedule: 1st Shift, 7:00am to 3:30pm, Monday - Friday
Pay Rate: Based on experience
Purpose of Position:
To ensure that all customers receive a timely, accurate and customized invoice
Position Competency:
1. The understanding of invoicing and billing processes and procedures.
2. Working knowledge of Microsoft Word Suite, Adobe Acrobat and ability to learn ASC and Softeon WMS.
3. The ability to provide support to other members of the Accounting, Finance and Invoicing team.
Position Expectations
Customer Invoicing and Billing:
- Month end invoicing to be completed within 4 business days of EOM or directed by customer.
- Speed should never compromise accuracy.
- Monitor and record external invoice errors on Clerical Error Spreadsheet.
- Suggest ways to improve the accuracy and efficiencies of invoicing.
- Ensure invoices are updated accurately with price changes based on contracts or addendum's.
- Process daily invoicing accurately for Value Add and Transportation (if applicable).
- Process billing according to customer billing procedures.
- Meet customer based periods by ensuring all billings is complete by set deadline.
- Keep customer files current.
Back Up/Main Office Responsibilities:
- Assist with coverage of Reception desk by answering phones and greeting visitors Answer phone by the third ringing cycle.
- Cross-train on other customer invoice processing to provide account converge when needed.
Administrative Support:
- Provide administrative support to management team as needed.
- Maintain a secure, well organized area free from clutter with information easily accessible to others.
- Understand the functionality of Warehouse Management System and Transportation Management System.
Customer Communication:
- Establish and maintain professional working relationships with customers via e-mail, telephone communication and face-to-face visits.
These expectations are meant to be a guide and may be changed at any time at the discretion of Allen Distribution.
Skills Required
- Understanding of invoicing and billing processes and procedures.
- Working knowledge of Microsoft Word Suite.
- Working knowledge of Adobe Acrobat.
- Ability to learn ASC and Softeon WMS.
- Ability to provide support to Accounting, Finance, and Invoicing team members.
- Understand functionality of Warehouse Management System and Transportation Management System.
- Ability to establish and maintain professional customer relationships via email, telephone, and face-to-face.
- Ability to assist with reception coverage, answer phones promptly, and cross-train on invoice processing.
What We Do
Allen Distribution is a privately owned third-party logistics (3PL) company with over 35 years of experience. Specializing as a supply chain partner for the food and beverage industry, they provide comprehensive services including supply chain design, logistics management, distribution, fulfillment, and transportation. The company operates a nationwide network with over 14 million square feet of warehouse space to support strategic business growth.
