Lead Invoicing Specialist

Magnolia River•Hartselle, AL

3d•Hybrid

About The Position

The Lead Invoicing Specialist works under the general direction of the Billing Manager and ensures invoices are processed accurately and in compliance with company policies, procedures, and contract terms to support timely collection. The role handles complex billing questions and client issues, oversees invoice production and cash application, guides billing staff, monitors collections, and maintains accurate account records. Duties are performed in an office environment.

Requirements

High school diploma or equivalent.
At least three years of experience in collections or accounts receivable.
Understanding of laws, regulations, and contract terms related to commercial invoicing and collections, including lien rights and prompt-payment requirements as applicable.
Proficiency with spreadsheets, databases, and Unanet applications.
Proficiency with administrative software such as Microsoft Word, Teams, and Outlook.
Strong research, problem-solving, and judgment skills.
Good oral and written communication and interpersonal skills.
Strong attention to detail and ability to identify errors.
Strong organizational skills.
Ability to perform assigned responsibilities with minimal supervision.
Ability to compile, review, and reconcile data for accuracy, completeness, and compliance.
Ability to adapt to a fast-paced environment, meet project deadlines, and multitask.
Ability to maintain confidentiality and handle difficult client conversations professionally.
Ability to lead, prioritize, and review the work of others.
Ability to assess workload demands and proactively communicate potential overwork or underutilization.
Ability to collaborate with cross-functional teams.

Nice To Haves

Associate or bachelor's degree in accounting or a related field.
Experience with accrual-based accounting methodologies and practices for fixed-price and time-and-materials projects.
Experience working with third-party teams.
Experience leading, training, or reviewing the work of others.

Responsibilities

Serve as a liaison between clients and Project Managers to address questions about complex billing and invoicing issues.
Resolve billing discrepancies, disputes, and customer inquiries; prepare credit memos and adjustments for approval.
Oversee invoice generation and serve as a subject matter expert on invoice procedures and policies.
Oversee cash application and posting of client payments, identify the appropriate projects and invoices, and resolve unapplied cash.
Assign, prioritize, and review work of billing staff, including third-party team members, and provide guidance and training to less experienced employees.
Monitor aging reports and take proactive steps to minimize overdue accounts.
Collaborate with the Billing Manager and Project Managers to reconcile accounts and prepare collections-status reports for management.
Contact customers to follow up on outstanding balances.
Track retainage and manage client-specific invoicing requirements, including billing portals, lien waivers, and pay applications as applicable.
Maintain current records of communications, payments, and agreements in the accounting system.
Recommend payment arrangements for approval based on client needs while following company policies, contract terms, and applicable laws.
Escalate seriously delinquent accounts, recommend referrals to collection agencies or legal counsel, and track lien rights and notice deadlines.
Comply with safety policies, practices, and procedures, and report unsafe activities to a supervisor and/or Human Resources.
Perform other duties as required by assigned projects.