Invoicing PO Specialist

Description

General Summary: Responsible for the day to day actions of obtaining Customer PO's, logging and updating databases, advising Invoicing of Customer process changes pertaining to purchase orders, and reviewing and processing Customer PO's in a timely manner. Responsible for advising Invoicing Manager with Customer PO issues. Ability to effectively communicate with Customer's, various levels of management and different departments. Responsible for assisting the Invoicing Department on an as needed basis.

Positions reporting to this position: None

Duties and Responsibilities (functions considered essential are marked by an *):

• *Obtains Customer purchase orders and assigns to jobs
• *Reviews and processes Customer PO's by assigning jobs, verifying assigned contract on PO's, addressing any issues, logging PO's and distributing to Invoicing if required.
• *Verifies contract assignment on Customer PO's for accuracy
• *Reviews customer information regarding PO requirements and Portal information for proper invoice submission
• *Utilizes Sales Force PO App (or similar application/software) to enter Customer PO's, Customer Account details pertaining to PO requirements and invoice submission
• *Acts as liaison between Customer and Invoicing Department in regards to PO requirements and invoice submission
• *Updates Invoicing Management on Customer requirements in regards to PO and invoice submission
• *Prepares Customer PO's for Invoicing Manager when PO Acceptance is required by acknowledgment
• Monitor, update and provide assistance with PO Hold Reports
• *Coordinates with field personnel, Invoicing Management, sales and/or senior management to resolve PO issues
• *Utilizes accounting software for project maintenance, multi-level rate table and invoice adjustment maintenance for processing invoices
• *Coordinates with field personnel, invoicing management, sales and/or senior management to resolve billing issues
• *Reviews customer service logs, daily work reports, subcontractor bills, receipts, permits, tolls, timesheets and/or other related documentation for completeness and accuracy for processing invoices
• Performs other incidental and related duties as required
• Performs backup duties for Invoicing Manager

Requirements

Educational Requirements:

High School Diploma

Preferred Education:

Some college preferred

Required Certification/Licensure: None

Experience Requirements:

4 years general office experience or equivalent combination of work experience and/or education.

Knowledge / Skills:

Ability to understand customer billing requirements. Intermediate word processing, database, e-mail and spreadsheet applications skills; 10 Key by touch; detail oriented; understanding of office practices and procedures; ability to identify discrepancies and determine alternative courses of action; excellent written, interpersonal and verbal communication, strong math and geography skills; ability to analyze and solve problems. Ability to effectively communicate with field personnel and other internal departments to resolve customer po issues in a timely manner. Ability to learn and understand Customer contracts and various pricing structures.

Physical Demands:

Job requires ability to sit for long periods of time, work in a standard office environment and operate a computer, and may occasionally need to lift and/or move up to 25 pounds.

Working Conditions:

Employee primarily works in a standard indoor office environment.

Travel:

May be required to travel less than 5% of time.

Position Interacts With (indicate internal and external contacts):

Internal: Company and subsidiary company staff and management.

External: Customer contacts which may include, but not limited to: Field Management, Administrative Staff, Accounts Payable Staff, and Procurement Departments.