Invoicing Associate

Invoicing Associate

SP Phoenix - Phoenix, AZ 85043

Overview

Position Type Full Time Job Shift Day Education Level High School Travel Percentage None Category Accounting

Description

Job Summary The Invoicing Associate plays a critical role in the accounting department, responsible for processing daily invoices, matching bills of lading, and confirms deliveries. The Invoicing Associate will Invoice Processing:

• Process daily invoices accurately and efficiently, ensuring that all necessary information is included and recorded correctly.
• Review, sort, and audit the electronic files submitted by locations to verify dates, times, quantities delivered to confirm inventory changes and customer invoicing information.
• Review each step for accuracy to avoid credit and rebills, and credit and rebill when necessary.
• Will utilize reports to assist with the tracking of product in use over larger timeframes and over state lines.

Bill of Lading Matching:

• Match bills of lading to corresponding invoices to ensure that shipments are accurately reflected in the invoicing process.
• Research and resolve any discrepancies between bills of lading and invoices in a timely manner, collaborating with relevant teams as needed.
• Review and reconcile the bill of lading list and trip delivery lists to post open orders.
• Communicate with various regions to confirm accuracy of paperwork and procedures.

Communication & Reporting:

• Use system reports to assist fuel reconciliation and tax reporting for product on trucks multiple days and over state lines.
• Regularly communicate with locations to clarify paperwork via phone, email, and Microsoft Teams Chat groups
• Ensure compliance with company policies, accounting standards, and regulatory requirements in all invoicing activities.

Additional:

• Assist with month end closing as it pertains to delivery documents retained or preloaded inventory product to document gallons in transit.
• Assists with interim inventory counts as scheduled.

Supervision of Others:

• None

Work Environment:

• Typically work is performed in an office setting.

Physical Demands:

• Able to sit and stand for extended periods of time.
• Able to move about office setting to complete responsibilities.
• Able to move freely around work and customer sites.
• Able to climb stairs and ladders, kneel, bend, and stoop.
• Heavy use of phone, computer, and office equipment.
• Able to lift up to 25 lbs.

Travel:

• Negligible

Knowledge, Skills, and Abilities Required:

• This position requires strong attention to detail, accuracy, and the ability to work efficiently in a fast-paced environment.
• Possesses a general knowledge of accounting principles and practices along with at least two years' experience in a billing or accounting position.
• Proven ability to prioritize and a willingness to take ownership and follow through.
• Must work well under pressure to ensure that all processing is performed within the required time frames.
• Strong computer skills and able to learn company systems and processes.
• Strong mathematical, verbal, and written communication skills.
• Ability to work proficiently in Microsoft Excel and Word.
• Adheres to the company's values and ethical expectations.
• Able to effectively multitask with a strong attention to detail.
• Willingness to accept other additional responsibilities as requested.
• Willingness and ability to learn new processes and new technology.

Preferred:

• Associate's Degree in accounting is a plus
• Experience in transportation, lubricants, fuel, or a related industry