Invoicing Specialist

Aston Carter•Lake Forest, CA

5d•$54,080 - $54,080•Hybrid

About The Position

We are seeking a detail-oriented and organized Invoicing Specialist to manage accurate and timely billing processes while supporting the overall financial operations of the business. This role works closely with internal teams and customers to ensure invoices are processed correctly, discrepancies are resolved efficiently, and billing records are maintained with a high degree of accuracy. The ideal candidate is proactive, customer-focused, and able to thrive in a fast-paced environment while meeting deadlines and maintaining strong attention to detail. 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

Bachelor’s degree in Accounting, Finance, or a related field of study
1+ year of experience in hands-on accounting/ internship
Intermediate experience with Excel functions including pivot tables and VLOOKUPS
Accounts receivable experience

Nice To Haves

Accounts receivable experience

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.