Invoicing Specialist

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

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

Qualifications

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

Requirements

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