ESTIMATES AND INVOICE AUDIT ASSISTANT

Estimates and Invoice Audit Assistant

Department: Estimates and Invoices

Report to: Director of Operations

The Estimate and Invoice Audit Assistant plays a critical role in supporting the financial and operational aspects of the company by preparing accurate project estimates, auditing invoices, and ensuring the smooth processing of orders.  This position requires keen attention to detail, strong analytical skills, and the ability to work collaboratively with various departments to ensure that all estimates and invoices align with company standards and client expectations. 

Key Responsibilities:

Estimates:

• Prepare quotes and estimates for installation projects.
• Interpret Statements of Work (SOW) and convert them into accurate estimates.
• Collaborate with Account Managers, Deployment and Staging teams to gather necessary information for estimates. 

Invoice Auditing

• Integrate information from SOW’s, work orders, invoices and estimates to ensure accuracy.
• Investigate and resolve issues related to approved orders, including tracing equipment and resources. 
• Review and adjust orders prior to invoicing.
• Document and manage all paperwork and data entry related to transactions. 

Miscellaneous

• Maintain up-to-date knowledge of inventory items and kits
• Run reports and verify schedules as needed
• Assist with monthly physical inventory counts and reconciliations.
• Support Order Fulfillment. 
• Other duties as assigned by management

Working Conditions:

• Primarily office-based with occasional requirements for physical inventory checks or assisting in other areas as needed. 
• Occasional lifting of 25 lbs. or less
• May involve periods of sitting, standing, and computer use. 
• Regular business hours, with occasional overtime during peak periods or special projects.

**Note:** The above job description is intended to describe the general nature and level of work being performed by individuals assigned to this position. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required. Management reserves the right to modify, add, or remove duties and to assign other duties as necessary.

Required Qualifications:

• High school diploma or equivalent required
• Proficiency in data entry and MS Office (Word, Excel, Outlook)
• Strong attention to accuracy and detail.
• Excellent written and verbal communication skills.
• Good research, analytical and problem-solving abilities
• Ability to work independently, demonstrate initiative, and adapt to changing priorities.
• Must be self-motivated and willing to assist in any area where help is needed. 

Preferred Qualifications:

• Prior experience in an administrative role, preferably in finance, accounting, or a related field, is a plus.
• Familiarity with inventory management and order fulfillment processes is advantageous.

Salary : $18 - $20