Invoicing Specialist

Overview

Who we are: Ketchum & Walton is a trusted manufacturers’ representative serving industry leaders in Noise Control, HVAC Equipment, and Indoor Air Quality. We help clients achieve greater efficiency and cost savings through innovative solutions in air filtration, architectural and interior noise control, HVAC systems, and vibration isolation.

We’re proud to partner with top-tier manufacturers who are committed to continuous improvement, cutting-edge research, and advancing technology. Our work environment reflects these values—creative, collaborative, and focused on solving complex problems for our clients.

At Ketchum & Walton, our core values are the foundation of everything we do. We’re a team that thinks strategically, works collectively, and strives to be a world-class organization. If you’re driven, innovative, and ready to make an impact, we’d love to hear from you.

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Our ideal Invoicing Specialist candidate is a dependable, detail-driven professional who takes pride in accuracy and follow-through. They are organized, process-oriented, and comfortable owning the full invoice and collections cycle across multiple locations. They communicate clearly and professionally with both customers and internal teams, handle sensitive payment conversations with confidence, and consistently stay ahead of deadlines. This person thrives in a fast-paced environment, enjoys keeping accounts clean and current, and is motivated by maintaining strong cash flow and healthy customer relationships.

• Partner closely with select sales offices to keep sales orders clean, accurate, and ready for invoicing
• Review sales orders for missing or incorrect details and coordinate with internal teams to resolve issues quickly
• Invoice completed jobs in a timely manner while ensuring accuracy and correct sales tax application
• Process credit card payments and help set up billing and payment accounts within customer portals
• Maintain and organize customer invoices, supplier acknowledgments, and open receivables records

• Prepare, review, and analyze monthly cash receipts and profit reports
• Follow up with sales offices to clarify discrepancies and ensure reporting accuracy
• Assist with accounting support tasks as needed, including reviewing the Accounts Payable email inbox
• Manage AP mailbox distribution and help with routing requests appropriately

• Maintain well-organized digital and physical filing systems to ensure easy access and accuracy
• Answer phone calls and respond to emails professionally and promptly
• Support standardized work processes and documentation requirements
• Contribute ideas to improve invoicing and documentation processes over time
• Other duties as assigned

• High school diploma or equivalent required
• Additional education or certifications in relevant fields are a plus
• Minimum of 3 years’ experience in invoicing, accounts receivable, or accounting support
• Experience using Microsoft GP, Sales Pad, Acumatica, or similar ERP/accounting software is preferred
• Strong attention to detail with the ability to manage multiple tasks and deadlines
• Confident communication skills (phone, email, and cross-department coordination)
• Ability to collaborate effectively with Sales, Finance, and internal teams
• Strong organizational skills and commitment to keeping records accurate and accessible
• Comfort working in a fast-paced environment where priorities may shift
• Ability to follow standardized processes and company policies consistently
• Proficiency with Microsoft Office tools, especially Excel and Outlook
• Ability to handle sensitive financial information with discretion and professionalism

Reports to:

Director of Finance

Status:
Full-Time, onsite

Job Class:
Exempt

We are proud to be 100% employee-owned (ESOP) and committed to investing in our people. Our team members enjoy an extensive benefits package
, including:

• Biannual bonus opportunities
• Paid time off, holidays, and leaves
• And more!

Ketchum & Walton is an Equal Opportunity Employer
. We celebrate diversity and are committed to creating an inclusive environment for all employees. Employment decisions are based on qualifications, merit, and business need—regardless of race, religion, color, sex, gender identity, sexual orientation, age, disability, national origin, veteran status, or any other protected status under applicable law.

Please note:

We are not engaging with recruiting agencies for this position and will not respond to agency inquiries.