Job Description

Key Responsibilities

Invoicing & Job Billing

• Prepare and issue customer invoices for fulfillment jobs in accordance with quotes, purchase orders, and customer billing requirements.
• Review job tickets, shipping documents, and proof of delivery to verify quantities shipped, overs/under, and completion status before billing.
• Bill change orders, rush charges, freight, and other job add-ons accurately and in line with customer agreements.
• Apply correct pricing, discounts, and sales tax based on customer terms, exemption certificates, and ship-to locations.
• Process credit memos, rebills, and invoice corrections with proper documentation and approval.

Discrepancy Resolution & Customer Support

• Research and resolve billing discrepancies by working with Customer Service, Program Sales, Production, and Shipping.
• Respond promptly and professionally to customer billing inquiries, providing copies of invoices and supporting documentation as needed.
• Track jobs that are complete but unbilled and follow up with internal teams to keep billing current.
• Submit invoices through customer portals and comply with customer-specific invoicing requirements (PO references, formats, deadlines).

Accounts Receivable & Records Support

• Assist with posting customer payments and reconciling payment discrepancies as needed.
• Support collections efforts by providing invoice copies, backup documentation, and account detail.
• Maintain organized, complete billing files and records in accordance with company retention policies.
• Assist with month-end close activities, including ensuring all shipped jobs are invoiced in the proper period.

General Administrative Support

• Maintain accurate customer billing information in the ERP/accounting system, including terms, contacts, and tax status.
• Generate routine billing and open-order reports for the Accounting Manager and Controller.
• Identify and suggest improvements to billing processes and documentation.
• Perform other accounting and administrative duties as assigned.

Qualifications

Required

• High school diploma or equivalent.
• 1–3 years of billing, invoicing, accounts receivable, or related administrative experience.
• Strong attention to detail and accuracy, particularly with numbers, pricing, and data entry.
• Proficiency in Microsoft Office, especially Excel, and comfort learning ERP/accounting systems.
• Professional written and verbal communication skills for working with customers and internal teams.
• Team player who works well with Customer Service, Production, Shipping, and Sales.

Preferred

• Associate degree or coursework in accounting, bookkeeping, or business administration.
• Experience with job-costing or print-industry ERP/MIS systems and customer invoicing portals.
• Familiarity with sales tax rules and exemption certificates.

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