Invoicing Specialist

Job Description

The Invoice Specialist is a key administrative team member responsible for ensuring accurate and timely invoices for products and services. This role acts as a central communication hub between manufacturers, customers, service, and sales teams. The ideal candidate is responsive, detail-oriented , and committed to delivering excellent customer service while embodying Michelli's core values: integrity, initiative, teamwork, quality, leadership, safety, and accountability .

Key Responsibilities

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• Monitor and manage incoming office emails.
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• Create vendor purchase orders for product sales based on CRM Order Fulfillment Instructions (OFIs).
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• Maintain and update the order book for all product sales.
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• Generate invoices for product sales and service orders, including all applicable fees.
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• Ensure both item fulfillment and corresponding invoicing have matching accounting periods.
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• Ensure all invoices are completed in the correct accounting period.
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• Follow up with customers to collect outstanding accounts receivable.
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• Ensure adherence to profit margin expectations.
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• Support the setting up of new customer accounts and facilitate the credit application process.
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• Organize and maintain physical and digital filing systems.
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• Maintain internal documentation to support business operations.
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• Compose and send routine correspondence.
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• Prepare outgoing mail, email, and faxes.
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• Attend job-related training sessions as required.
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• Provide support to coworkers as needed when time permits.
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• Any other duties assigned.
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Qualifications

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• High school diploma or equivalent required; associate's or bachelor's degree preferred.
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• Experience in customer service, account coordination, order management, or administrative support preferred.
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• Experience working with ERP systems, CRM software, customer portals, or similar business applications preferred.
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• Strong attention to detail and organizational skills.
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• Excellent communication and customer service skills.
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• Ability to prioritize multiple tasks while meeting deadlines.
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• Proficiency in Microsoft Office, particularly Excel and Outlook.
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• Ability to work collaboratively across multiple departments while maintaining a high level of professionalism.
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• Strong problem-solving skills and the ability to adapt to changing customer and business needs.
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Requirements

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• Ability to work in an office environment for extended periods of time.
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• Ability to sit, stand, and use standard office equipment, including computers, phones, printers, and copiers.
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• Ability to manage multiple incoming communications and maintain professionalism under pressure.
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• Ability to support daily regional customer service operations.
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• Ability to work flexible hours as needed to meet business demands.
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• Ability to maintain detailed customer records.
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• Ability to occasionally lift or move files, packages, or office materials up to 15 pounds.
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• Regular and reliable attendance to support team leadership, customer needs, and operational continuity.
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