Invoice Coordinator

Gulfstream Aerospace Corporation•Appleton, WI

3d•Onsite

About The Position

At Gulfstream, our people are at the heart of everything we do. We believe in inspiring and empowering every individual to reach their fullest potential. From workforce development and meaningful connections to a culture of trust, respect, and integrity, we invest in our employees so they can do their best work and achieve success together. Creating and delivering the world's finest aviation experience starts with our people and when our people thrive, so does our mission. If you enjoy working with customers, managing financial transactions, and keeping business operations running smoothly, this is an opportunity to make an impact in a fast-paced aviation environment. As an Invoice Coordinator, you'll play a key role in finalizing invoices, processing customer billing, handling fuel charges, running credit card transactions, and supporting warranty claim activities. Your attention to detail and customer-focused approach will help ensure accurate billing, timely payments, and an exceptional customer experience.

Requirements

High School Diploma or GED required.
Two years of administrative, billing, invoice management, payment processing, or related experience.
Experience preparing invoices, processing payments, or supporting customer accounts.
Basic knowledge of Microsoft Excel.
Proficiency with Microsoft Windows, Word, Excel, and PowerPoint.
Strong attention to detail and organizational skills.
Ability to manage multiple tasks while maintaining accuracy.
Strong customer service and problem-solving skills.
Excellent verbal and written communication skills.
Ability to work effectively in a team environment.
Must be able to read, write, speak, and understand the English language.
2 years of administrative and/or invoice management/payment experience.
Must be proficient in the operation of standard office equipment and telecommunications equipment.
Processes 3rd party maintenance provider invoices for payment ensuring claim matches maintenance authorization document.
Maintain database of all claims processed and pertinent data parameters.
Generate Service Center Work Orders and Purchase Requests to facilitate distribution of cost and revenue.
Generate requisitions to open shell Purchase Orders for assignment to maintenance providers for unscheduled maintenance activities and update database information.
Ensure adequate inventory is available to support fleet requirements.
Perform research and interface with program support organizations, as necessary to process claims for payment.
Maintain electronic records of all data related to adjudicated claims.
Confirm receipt of material/cores and Computerized Maintenance Data for each maintenance transaction.
Reconciles 3rd party maintenance provider account statements and provides updates, as required.
Maintains completed invoice files and records.
Performs other duties as required. and assigned by Business Manager.
Perform other duties as assigned.
Must be proficient in the use of Microsoft Windows, Word, Excel, and PowerPoint.
This job requires one to be able to read, write, speak, and understand the English language.

Nice To Haves

Experience with Corridor and OnBase payment systems preferred.
Some experience in Corridor and OnBase payment systems preferred.

Responsibilities

Finalize customer invoices and ensure billing information is accurate and complete.
Process customer payments, including credit card transactions.
Prepare and distribute invoices for maintenance services, fuel purchases, and other customer charges.
Support warranty claim processing and maintain associated records.
Process third-party maintenance provider invoices for payment and verify supporting documentation.
Generate service center work orders and purchase requests to support customer billing and cost recovery.
Create requisitions and maintain purchase order information for maintenance providers.
Research billing discrepancies and coordinate with internal teams and service providers to resolve issues.
Maintain databases and electronic records related to billing, claims, and payment activity.
Confirm receipt of materials, cores, and maintenance documentation associated with maintenance transactions.
Reconcile vendor account statements and provide account updates as required.
Maintain organized invoice files and transaction records.
Communicate professionally with customers, vendors, and internal stakeholders regarding billing and payment matters.
Support business operations through accurate recordkeeping and timely invoice processing.
Perform other duties as assigned.
Processes 3rd party maintenance provider invoices for payment ensuring claim matches maintenance authorization document.
Maintain database of all claims processed and pertinent data parameters.
Generate Service Center Work Orders and Purchase Requests to facilitate distribution of cost and revenue.
Generate requisitions to open shell Purchase Orders for assignment to maintenance providers for unscheduled maintenance activities and update database information.
Ensure adequate inventory is available to support fleet requirements.
Perform research and interface with program support organizations, as necessary to process claims for payment.
Maintain electronic records of all data related to adjudicated claims.
Confirm receipt of material/cores and Computerized Maintenance Data for each maintenance transaction.
Reconciles 3rd party maintenance provider account statements and provides updates, as required.
Maintains completed invoice files and records.
Performs other duties as required. and assigned by Business Manager.
Perform other duties as assigned.