Invoicing Specialist

Invoicing Specialist

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.

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.

Essential Skills

• 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 accuracy and 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.

Additional Skills & Qualifications

• 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.

Work Environment

The role is based in a corporate office located in Foothill Ranch, working in a professional setting with low cubicles that support collaboration while allowing individual focus. The position follows a hybrid schedule, with two on-site days per week (typically Tuesday and Thursday) and remote work on the remaining days, so candidates should live within a reasonable commuting distance. The environment is collaborative, personable, and supportive, with a strong emphasis on teamwork, independence, and open communication. The organization promotes from within and offers clear opportunities for growth and upward mobility; this position is open due to an internal promotion from billing specialist to staff accountant. Work is technology-driven, involving regular use of ERP systems, Microsoft Office (especially Excel), and billing platforms. Performance is measured by the ability to process and post invoices in the queue and submit billings within 24 hours while maintaining high accuracy and responsiveness to internal and external stakeholders. Dress expectations align with a typical corporate office setting.

Job Type & Location

This is a Permanent position based out of Lake Forest, CA.

Pay and Benefits

The pay range for this position is $54080.00 - $54080.00/yr. Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a hybrid position in Lake Forest, CA.

Application Deadline

This position is anticipated to close on Jul 23, 2026.