Billing and Invoicing Clerk

Accounting & Administration Manager

Job Description

Department:

Administration

Reports To:

Corporate Controller

Functional Coordination:

General Manager;
Site Supervisors, Managers, and Administrative Staff;
Corporate Controller and Other Corporate Support Functions

Work Location:

Hereford, TX

The Accounting & Administration Manager leads the day-to-day accounting and administrative functions of Reinert Hay & Commodities (Reinert). The position supervises administrative staff and ensures the General Manager, site supervisors and managers, and other employees receive consistent, responsive, and well-organized administrative support.

The position is responsible for transactional accounting processes, customer and vendor administration, contract and inventory support, payroll and timekeeping administration, office operations, and the development and maintenance of effective site administrative processes. Working closely with the General Manager and other site leaders, the Accounting & Administration Manager identifies administrative needs, establishes clear workflows, resolves issues, and helps ensure the site operates efficiently.

The position also works with the Corporate Controller and other corporate support functions to ensure site practices and records support accurate financial information, appropriate internal controls, sound business processes, and compliance with corporate policies and procedures. The role does not have responsibility for corporate financial reporting or for establishing corporate accounting, Human Resources, or Safety policy.

Reinert Hay & Commodities offers a variety of hay products, including horse hay and ground products, to feedyards, dairies, and individuals. Reinert also provides feed ingredients, onsite grinding services, and delivery options.

· Oversee customer billing and invoicing, ensuring contracts, pricing, quantities, and freight terms are accurately reflected.

· Monitor accounts receivable aging and coordinate collection efforts with Sales and Operations.

· Supervise vendor invoice processing, approvals, payment workflows, documentation, coding, and purchasing compliance.

· Support inventory tracking and reconciliation, including physical counts and resolution of discrepancies with Operations.

· Administer organized customer and vendor contract records and coordinate resolution of billing discrepancies or disputes.

· Work with the Corporate Controller to ensure site accounting transactions, records, reconciliations, supporting documentation, and internal controls are accurate, complete, timely, and consistent with established corporate requirements.

· Prepare schedules, accrual information, and supporting documentation requested by the Corporate Controller for month-end close, audits, and internal reporting.

· Partner with the General Manager and site supervisors and managers to identify administrative needs, establish priorities, resolve workflow issues, and provide effective support for site operations.

· Lead and coordinate administrative services across the Reinert location, ensuring responsibilities, coverage, deadlines, and communication channels are clearly established.

· Develop, document, implement, and maintain effective site administrative procedures that support operational needs and comply with established corporate policies, procedures, and internal controls.

· Oversee general office workflow, administrative coverage, supplies, mail, records, payroll and timekeeping administration, and other routine site administrative needs.

· Serve as a knowledgeable and responsive administrative resource for site supervisors, managers, employees, customers, and vendors.

· Provide onsite administrative support for established Human Resources, Safety, and risk-management processes, including new-hire paperwork, training documentation, incident reporting, workers’ compensation documentation, recordkeeping, and communication with the appropriate corporate resource.

· Promptly refer employee relations, safety, financial, legal, or other matters requiring specialized review or approval to the appropriate manager or…