Invoicing Specialist

Job Summary

Compiles data from bill of ladings and supporting documents to verify accuracy of billing data and to ensure receipt of items ordered, using calculator and computer: Compares invoices against purchase orders and shipping and receiving documents to verify receipt of items ordered. Processes in ACE and BUS.

Principle Accountabilities
  • Organize, separate and prepare paperwork for invoicing. Audit quantities, products, pricing and invoice accurately.
  • Create file upload to Exxon Mobil invoices daily/manually enter invoices unable to upload.
  • Enter Service Requests in ACE for invoices lacking PO’s, release numbers, are over PO Limits or any other discrepancies.
  • Sort and Mail invoices.
  • Communicate with customers with issues that may arise. Provide POD’s when requested.
  • Communicate with Customer Service and Management with questions on pricing.
  • Communicate with Dispatch when missing paperwork or incomplete paperwork received.
  • Provide support to other locations/departments using specific job experience knowledge.
  • Responsible for verifying that other locations/departments have turned in the appropriate paperwork.
  • Must be flexible so that support can be provided to other locations/departments as absences arise and duties are transferred.
  • Must be able to share responsibilities between other individuals in department so that reports may be completed monthly.
  • Must be able to run and manage end of month reports.
  • Other duties may be assigned to meet business needs.
  • Ability to meet month end goals and available to work during month end close.
Position Qualifications
  • Ability to complete assigned tasks on time under multitasking situations.
  • A flexible attitude, excellent time management, and proven organization skills with the ability to prioritize.
  • Possessing the trait of being organized or following a systematic method of performing a task.
  • Ability to find a solution for or to deal proactively with work-related problems.
  • Ability to pay attention to the minute details of a project or task.
  • Ability to adapt to change in the workplace.
Education and Experience
  • High School Graduate or General Education Degree (GED): Required
  • 1 plus years of experience preferred
  • High level of proficiency in Microsoft Excel and Word.
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