Lead Invoicing Specialist

Kinetic Infrastructure Group – Lead Invoicing Specialist

Compensation: $25-$29/hr.

We are proud to be an equal opportunity employer. Military veterans, transitioning service members, and military spouses are strongly encouraged to apply.

Magnolia River is an industry leader in engineering, inspection, GIS, software, and consulting solutions. With the backing of Warren Equity Partners, our reach extends across 40 states, powered by a dynamic team of just under 1,000 professionals. We specialize in transforming the utilities, oil and gas, water, and pipeline sectors by delivering innovative solutions that boost efficiency, enhance safety, and ensure regulatory compliance.

We’re currently hiring a Lead Invoicing Specialist! Under general direction of the Billing Manager, the Lead Invoicing Specialist is responsible for ensuring invoices are processed accurately and in compliance with company policies, procedures, and contract terms, leading to the timely collection of invoiced amounts.

Duties and Responsibilities of the Leading Invoice Specialist:

• Act as liaison between clients and Project Managers to answer billing and invoicing questions for more complex billing issues.
• Resolve billing discrepancies, disputes, and customer inquiries, and prepare credit memos and adjustments for approval.
• Oversee invoice generation production while serving as a subject matter expert regarding invoice procedures and policies.
• Oversee cash application and posting of client payments, including identifying proper projects and invoices and resolving unapplied cash.
• Assign, prioritize, and review the work of billing staff, including third-party team members, and provide guidance and training to less experienced team members.
• Monitor aging reports and take proactive steps to minimize overdue accounts.
• Collaborate with the billing manager and project managers to reconcile accounts and prepare reports on collections status for management presentation.
• Communicate with customers to follow up on outstanding balances.
• Track retainage and manage client-specific invoicing requirements, such as billing portals, lien waivers, and pay applications, as applicable.
• Maintain up-to-date records of communications, payments, and agreements within the accounting system.
• Recommend payment arrangements for approval based on specific client needs, while adhering to company policies, contract terms, and applicable laws.
• Escalate seriously delinquent accounts, recommend referral to collection agencies or legal counsel, and track lien rights and notice deadlines.
• Comply with all safety policies, practices and procedures. Report all unsafe activities to supervisor and/or Human Resources.
• Perform other duties as required by assigned projects.

Knowledge, Skills, and Abilities:

• Understanding of laws, regulations, and contract terms related to commercial invoicing and collections, including lien rights and prompt payment requirements, as applicable.
• Proficient in the use of spreadsheets, databases, and Unanet applications.
• Proficient with various administrative software applications including, but not limited to, Microsoft Word, Teams, and Outlook.
• Good oral and written communication and interpersonal skills.
• Strong attention to detail and ability to spot 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 adjust to a fast‐paced environment and meet project deadlines, often while multi-tasking.
• Ability to maintain confidentiality and exercise
• Ability to handle difficult conversations with clients professionally.
• Ability to lead, prioritize, and review the work of others.
• Ability to assess personal workload demands and proactively communicate, flagging instances of potential overwork or underutilization.
• Ability to collaborate with cross-functional teams.

Education and Experience:

• High school diploma or the equivalent plus a minimum of three (3) years of experience in collections or accounts receivable is required.
• Associate or bachelor’s degree in accounting or related field is preferred.
• Experience with accrual-based accounting methodologies and practices (for fixed price projects and time and materials projects) is preferred.
• Experience with third-party teams is preferred.
• Experience leading, training, or reviewing the work of others is preferred.

Physical Demands:

Duties are performed in an office environment.

• Must be able to remain in a stationary position at least 50% of the time.
• Consistently operate a computer and other office productivity
• The person in this position frequently communicates with co-workers and clients. Must be able to exchange accurate information.

Disclaimer:

• Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time
• This description reflects management's assignment of essential functions, it does not proscribe or restrict the tasks that may be assigned
• This job description is subject to change at any

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.