Invoice Reconciliation Specialist

CheckSammy Inc.•Addison, TX

14h•Onsite

About The Position

The Invoice Reconciliation & Project Closeout Specialist manages the full financial lifecycle of a job after vendor work is complete. The role audits vendor invoices against quotes, contracts, purchase orders, and job records; resolves discrepancies; matches approved invoices and supporting documents to jobs in CRM and order management platforms; updates job financials; and closes jobs for client invoicing. The specialist also obtains missing invoices and supporting data from vendors, ensures approved invoices are coded and uploaded for payment processing, and tracks outstanding items through resolution. This position collaborates with vendors and the operations, sales, account management, and finance teams to ensure each closed job has complete documentation and accurate financials, with no unresolved cost or billing issues before release for client invoicing. It is an in-person position at the Addison HQ Office, Monday through Friday, with hours listed as 8 a.m. to 4 p.m. depending on the shift.

Requirements

High attention to detail and accuracy in financial review and job-level data entry.
Strong prioritization and time management skills, with the ability to meet closeout and billing deadlines.
Effective problem-solving and reconciliation skills.
Ownership and follow-through in driving open items to closure.
Ability to work independently with minimal supervision.
Strong organizational and documentation skills.
Proficiency in Excel, CRM, and order management platforms.
Clear, professional communication with vendors and cross-functional teams.
Comfort working in a dynamic, fast-paced environment.
Excellent communication and vendor relations skills.
Proficient knowledge of Microsoft Office business applications, especially Excel, Word, and Outlook.
Ability to analyze discrepancies and develop resolutions.
Understanding of job costing concepts, including vendor costs, pass-through charges, and margins.
Understanding of the order-to-cash cycle and how job closeout affects client invoicing and revenue recognition.
Bachelor’s degree strongly preferred in Accounting, Finance, Business, or a related field.
1–3 years of related experience in accounts payable, invoice auditing, vendor reconciliation, job costing, or billing/order closeout preferred.

Nice To Haves

Experience in a job-based or project-based cost environment such as waste, logistics, construction, or field services.
Familiarity with CRM and order management platforms such as HubSpot or similar.
Familiarity with accounting/AP platforms and invoice upload workflows.
Knowledge of the solid waste and recycling industry, including hauling, disposal, recycling, and tonnage-based billing.

Responsibilities

Audit vendor invoices against original quotes, contracts, purchase orders, and job records for accuracy of rates, quantities, tonnage, fees, and surcharges.
Reconcile differences between quoted and invoiced amounts with vendors, including requesting corrected invoices or credit memos.
Match approved vendor invoices to their associated jobs and attach invoices and supporting documents to job records in CRM and order management systems.
Update job financials after invoice approval, including vendor costs, pass-through charges, disposal and recycling fees, change orders, and job margins.
Verify that all services performed and vendor charges for a job have been invoiced and accounted for before closeout.
Review completed jobs for closeout readiness, confirming service completion, documentation, and financial accuracy and completeness.
Close jobs in the order management system and release them to the billing or finance team for client invoicing.
Identify and flag jobs with missing invoices, unresolved vendor disputes, or incomplete documentation, and drive those issues to resolution.
Contact vendors and persistently follow up for outstanding invoices, weight tickets, service confirmations, and other information required for job closeout.
Track vendor outreach and outstanding requests, and escalate chronically late or non-responsive vendors to the vendor relations or sourcing team.
Code and upload approved invoices to accounting platforms for payment processing.
Track invoice statuses, exceptions, open jobs awaiting closeout, and aged unbilled jobs accurately.
Communicate with internal teams and vendors about invoice status, discrepancies, and job closeout holds.
Review financial documentation with a high degree of attention to detail.
Prioritize invoice auditing, job closeout, and reporting deadlines across multiple platforms to support month-end close and client billing cycles.
Use intermediate Microsoft Excel skills, including sorting, filtering, VLOOKUPs, pivot tables, and formula creation, for reconciliation and reporting.
Support audits, compliance reviews, margin analysis, and financial reporting as needed.
Recommend process improvements to reduce the time between vendor service completion and client invoicing.
Perform other tasks as assigned.