Invoicing Specialist

Aston Carter•Lake Forest, CA

6d•$54,080 - $54,080•Hybrid

About The Position

The Invoicing Specialist processes and issues accurate and timely invoices for products, services, and installations while supporting a high-volume billing environment. This role manages the end-to-end invoicing cycle, maintains precise records, responds to customer billing inquiries, and collaborates closely with internal teams to resolve discrepancies. The position offers opportunities for growth and internal advancement within a collaborative and supportive corporate environment.

Requirements

1–3 years of experience in accounts payable, invoicing, billing, or accounting.
Prior experience handling sales invoices and related documentation.
Strong billing and invoicing skills with a focus on accuracy and timeliness.
Proficiency in Microsoft Excel, including the ability to work with spreadsheets; experience with pivot tables and VLOOKUPs is preferred.
Comfort using ERP or billing platforms; experience with Navision or similar systems is a plus.
Understanding of GAAP and foundational accounting principles.
High attention to detail with a strong commitment to meeting deadlines.
Effective written and verbal communication skills.
Strong interpersonal skills with the ability to work collaboratively across departments.
Comfortable navigating billing platforms and invoice systems and learning new tools.
Associate degree in Accounting or Business required.
Ability to work independently while contributing effectively in a team environment.

Nice To Haves

Bachelor’s degree in Accounting, Finance, or a related field is preferred.
Experience in a manufacturing or contracting environment is a plus, especially 1–3 years of billing or invoicing experience in manufacturing.
Experience with ERP systems such as Navision; open to candidates with experience in other ERP platforms (excluding QuickBooks as a primary system).
Basic to intermediate Excel skills, with pivot tables and lookup functions preferred.
Willingness to learn and adapt to new tools, processes, and cross-functional responsibilities.
Personable, collaborative, and professional demeanor that supports a positive team culture.
Ability to work independently, manage priorities, and handle varying invoice volumes.
Combination of relevant experience and skills may be considered in place of a higher degree, provided there is solid billing or accounting background.

Responsibilities

Process and issue invoices for re-orders, services, and installations in a timely and accurate manner.
Prepare and compile sales invoices along with all required supporting documentation for both portal and non-portal customers.
Submit invoices through the appropriate channels based on customer type and system requirements.
Provide invoice copies promptly upon customer request.
Monitor and manage the billing inbox, ensuring timely response and resolution of inquiries.
Apply pre-payments correctly to customer accounts to maintain accurate balances.
Organize, archive, and maintain finalized invoices in the billing system for easy retrieval and audit readiness.
Maintain up-to-date records of invoice submission statuses, including tracking and documenting follow-up actions.
Respond to customer inquiries related to billing and invoicing in a professional and customer-focused manner.
Work collaboratively with internal teams to research and resolve discrepancies, errors, or rejected invoices.
Re-send invoices as requested by customers or internal stakeholders, ensuring any corrections are properly applied.
Support broader billing and invoicing activities as needed to meet team goals and deadlines.
Participate in cross-training to learn additional billing-related functions and provide coverage as needed.
Assist with audit-related documentation and invoice requests, ensuring completeness and accuracy.
Navigate the ERP system to identify invoices for processing and ensure they are posted and submitted within established timeframes.
Meet performance expectations by posting all invoices in the queue and submitting billings within 24 hours, adjusting to varying invoice volumes.