AR Invoicing Administrator

Position Overview

The AR Invoicing Administrator is responsible for supporting daily invoicing and Accounts Receivable activities, including customer billing, collections, invoice reconciliation, reporting, and month-end close support.

This position works closely with Operations, Shipping, Planning, Sales, Contracts, Production Support, and other internal teams to ensure accurate and timely invoicing and resolution of outstanding receivables. The role will also have occasional direct interaction with customers regarding invoices and past-due balances.

Note: The Accounts Receivable responsibilities are focused on collections; this position does not perform cash posting.

Work Schedule

• Shift: 1st Shift
• Must be available to work a minimum of two Saturdays per month.
• Occasional extended hours and additional weekend work may be required based on business needs.

Key Responsibilities

Invoicing & Billing

• Prepare and issue customer invoices accurately and within established timelines using the company's ERP system.
• Verify purchase orders, contracts, shipping documentation, and order-entry information before invoicing.
• Review and reconcile invoice discrepancies and coordinate corrections with Operations, Sales, and Shipping.
• Track non-invoiced work orders on a weekly basis.
• Support daily, weekly, and monthly invoicing and accounting reporting.
• Perform month-end dock walk audits.
• Support month-end close activities related to invoicing and revenue recognition, including cutoffs, accruals, and reconciliations.
• Ensure invoicing activities comply with company policies, contractual requirements, tax regulations, export controls, and other applicable requirements.
• Provide supporting documentation for internal and external audits.
• Identify opportunities to improve invoicing processes, automation, and overall data quality.

Accounts Receivable & Collections

• Assist with Accounts Receivable collection activities.
• Partner with contract administrators, customers, and the AR team to support collection efforts.
• Contact customers by phone and email regarding past-due balances.
• Prioritize collection activity based on aging, account risk, and payment history.
• Monitor promises to pay and follow up to ensure commitments are met.
• Review AR aging reports on a daily and weekly basis and take appropriate action on delinquent accounts.
• Maintain detailed notes documenting collection attempts and account activity.
• Investigate short payments, deductions, chargebacks, and invoice disputes.
• Gather and provide customers with supporting documentation, including invoices, statements, and proof of delivery.
• Provide regular updates regarding collection efforts, high-risk accounts, and expected cash receipts.

Cross-Functional Support

• Work closely with Sales, Customer Service, Contracts, Operations, Shipping, Planning, Production Support, and Key Account Managers.
• Research and resolve billing and payment issues in a timely manner.
• Communicate professionally with internal stakeholders and external customers.
• Escalate account or invoicing issues when appropriate.

Required Qualifications

• High school diploma or equivalent required.
• Minimum 2 years of relevant invoicing, Accounts Receivable, or accounting experience.
• Experience with ERP or billing systems and order-to-cash processes.
• Strong Microsoft Excel skills, including:
  • PivotTables
  • VLOOKUP/XLOOKUP
  • INDEX/MATCH
  • Basic formulas
• Strong attention to detail and accuracy in data entry and reconciliation.
• Experience reviewing and resolving invoice or account discrepancies.
• Strong written and verbal communication skills.
• Comfortable interacting with internal departments and external customers.
• Ability to prioritize workload and manage multiple responsibilities simultaneously.
• Ability to meet strict deadlines in a fast-paced environment.
• Strong problem-solving skills and ability to follow documented procedures.
• Reliable and punctual.
• Ability to work overtime and at least two Saturdays per month as business needs require.

Preferred Qualifications

• Associate's or Bachelor's degree in Accounting, Finance, or a related field.
• Experience with Microsoft Power BI or similar reporting tools.
• Previous experience within a manufacturing, distribution, or government-contracting environment.
• Familiarity with billing compliance, tax requirements, or export controls associated with invoicing.

Physical & Scheduling Requirements

• Ability to work occasional extended hours and weekends.
• Availability for a minimum of two Saturdays per month.
• Ability to sit at a workstation for extended periods.
• Ability to perform repetitive keyboard and computer-based tasks for extended periods.