Customer Invoice Specialist

Customer Invoice Specialist

Job Description

The Customer Invoice Specialist supports accurate and timely invoice processing, customer account management, and accounts payable activities within an ERP environment. This role ensures invoices, orders, and customer records are processed correctly, while providing professional customer service and helping maintain strong relationships with both customers and vendors.

Responsibilities

+ Support accounts payable by managing invoice intake, coding and routing invoices for approval, and following up on exceptions to ensure timely resolution.

+ Assist with purchase order and receipt matching documentation, ensuring all supporting records are complete and accurate.

+ Communicate status updates to vendors as requested, keeping them informed of invoice and payment progress.

+ Maintain accurate customer and vendor information in the ERP system, including contact details, bill-to and ship-to information, remit-to details, payment terms, and address updates as permitted.

+ Meet monthly KPI goals related to customer response time, quality and accuracy of work, timely resolution of inquiries, and accounts payable metrics such as invoice cycle time and exception resolution.

+ Provide responsive and professional customer support via phone and email, owning inquiries from initial contact through to resolution.

+ Handle customer inquiries regarding order status, shipping, returns and credits, documentation requests, and invoice copy or backup requests when applicable.

+ Communicate clearly and proactively with customers and internal teams to prevent issues, set expectations, and ensure timely follow-up on open items.

+ Process customer orders and related documentation accurately in the ERP system, confirming key details such as items, quantities, pricing, ship-to and bill-to information, and shipping instructions.

+ Investigate and resolve customer issues, including shipping discrepancies, shortages, returns, billing questions, invoice copy requests, and remittance documentation needs by researching supporting records and collaborating with Shipping, Sales, Operations, and Accounts Payable.

+ Support credit, return, and adjustment workflows by coordinating customer credits and returns in accordance with approvals and documentation standards.

+ Assist with vendor credits and debit memos as needed, ensuring all transactions follow defined processes and controls.

+ Use Microsoft Office tools, especially Excel and Outlook, to manage data entry, reporting, and communication related to invoicing and customer accounts.

+ Follow defined processes, controls, and approval workflows to ensure compliance and consistency in all invoice and customer account activities.

Essential Skills

+ Strong ERP experience, preferably with Sage, including hands-on use for at least one year.

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Experience with accounts payable, including invoice processing, invoice intake, matching support, and exception follow-up.

+ Customer service experience with a strong customer service mindset and the ability to provide professional support via phone and email.

+ Ability to communicate clearly, remain professional under pressure, and de-escalate issues while driving them to resolution.

+ Quick learner with the ability to navigate new systems and follow defined processes, controls, and approval workflows.

+ One year of customer support or order entry experience, with exposure to accounts payable or invoice processing, or equivalent transferable experience.

+ Proficiency in Microsoft Office, especially Excel (sorting, filtering, and basic formulas) and Outlook.

+ High school diploma or equivalent.

Additional

Skills & Qualifications

+ Hands-on ERP experience within a manufacturing environment.

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Experience with Sage or similar ERP systems used for accounts payable, order entry, and customer account management.

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Experience with SAP or other enterprise systems is beneficial.

+ Strong data entry skills, including accurate and efficient invoicing and Excel data entry.

+ Experience working with purchase orders and matching them to invoices and receipts.

+ Familiarity with Microsoft Word and general Microsoft Office productivity tools.

+ Ability to collaborate effectively with cross-functional teams such as Shipping, Sales, Operations, and Accounts Payable.

Work Environment

This role operates in an office environment with standard business hours, Monday through Friday from 7:30 a.m. to 4:30 p.m. You will work primarily with ERP systems, such as Sage, and use Microsoft Office applications including Excel, Outlook, and Word throughout the day. The position involves frequent interaction with customers, vendors, and internal teams via phone and email, as well as regular use of computers for data entry, invoice processing, and order management.

Job Type & Location

This is a Contract position based out of Pontiac, MI.

Pay and Benefits

The pay range for this position is $25.00 - $27.00/hr.

Eligibility requirements apply to some benefits and may depend on your job…