Invoice Coordinator

Gulfstream•Appleton, WI

2d•Onsite

About The Position

Gulfstream is seeking an Invoice Coordinator to join their team. This role is crucial for finalizing invoices, processing customer billing, handling fuel charges, running credit card transactions, and supporting warranty claim activities. The ideal candidate will have a strong attention to detail and a customer-focused approach to ensure accurate billing, timely payments, and an exceptional customer experience in a fast-paced aviation environment. The scheduled hours are Monday through Friday, 7:00 AM to 3:30 PM.

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.
A credit history check from a national credit bureau will be conducted for all candidates for this position including new hires and current employees seeking promotion or transfer.

Nice To Haves

Experience with 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.
Perform other duties as required. and assigned by Business Manager.