AR Invoicing Admin

Belcan; Irvine (CA); Presencial; USD 60 000 - 85 000; Tempo integral

Resumo da oferta

Belcan is seeking an Accounts Receivable / Invoicing specialist in Irvine, CA to manage customer invoicing, assist with collections, and support month-end close. You will ensure accurate billing, review discrepancies, and collaborate across Operations, Shipping, Planning, and Sales to maintain cash flow.

The role requires at least 2 years of invoicing or AR experience, strong Excel skills, and familiarity with ERP/billing systems. Occasional weekend work may be required to meet deadlines.

Qualificações

• Minimum 2 years in invoicing/accounts receivable or accounting.
• Proficient in Excel: pivot tables, VLOOKUP/XLOOKUP, INDEX/MATCH.
• Experience with ERP or billing systems and order-to-cash processes.
• Strong attention to detail and accuracy in data entry.
• Good written and verbal communication with internal/external stakeholders.
• Ability to work overtime and two Saturdays per month when needed.

Responsabilidades

• Prepare and issue customer invoices accurately and timely using the ERP system.
• Review, reconcile, and correct invoice discrepancies with Operations/Sales/Shipping.
• Support month-end close activities related to invoicing and revenue recognition.
• Assist Accounts Receivable collections and monitor aging.
• Provide documentation for audits and communicate status to teams.
• Identify opportunities to improve invoicing processes and data quality.

Conhecimentos

Accounts receivable

Invoicing

Excel

ERP systems

Auditing

Communication

Formação académica

Associate degree in Accounting/Finance

Ferramentas

Power BI

Billing/ERP software

Descrição da oferta de emprego

SUMMARY: Has responsibilities for Invoicing daily sales, performing month-end dock walk audits, tracking non-invoiced work orders on a weekly basis, and daily/weekly/monthly reporting. SCOPE/SUPERVISION AND INTERACTION: The individual contributor will report to the Accounts Receivable Manager and will routinely interact with Operations, Shipping, Planning, Production Support, and other internal teams to support day-to-day accounting invoicing activities. Occasional contact with customers may be required.

ESSENTIAL FUNCTIONS

• Invoicing function:
  • Prepare and issue customer invoices accurately and in a timely manner using the company ERP system.
  • Verify purchase orders, contracts, shipping documentation, and order entry prior to invoicing to ensure billing accuracy.
  • Review and reconcile invoice discrepancies, and coordinate corrections with Operations, Sales, and Shipping.
  • Support month-end close activities related to invoicing and revenue recognition (cutoffs, accruals, reconciliations).
  • Ensure invoicing processes comply with company policies, contractual terms, and relevant regulations (tax, export controls, etc.).
  • Provide documentation and support for internal and external audits.
  • Continuously identify opportunities to improve invoicing processes, automation, and data quality.
• AR function, collections only, no cash posting:
  • Assist on Accounts Receivable collections. Work with contract administrators, customers, and entire AR team to ensure proper collection efforts.
  • Contact customers via phone or email to collect past-due balances.
  • Prioritize collection activities based on aging, risk, and account history.
  • Monitor promises to pay and follow up to ensure commitments are met.
  • Review A/R aging reports daily/weekly and take action on delinquent accounts and keeps notes on collection attempts.
  • Investigate short pays, deductions, chargebacks, and invoice disputes.
  • Coordinate with Sales, Customer Service, Contracts, Operations, and Key Account Managers to resolve issues quickly.
  • Ensure supporting documentation is gathered and communicated to customers (PODs, invoices, statements, etc.).
  • Provide regular updates on collection efforts, high-risk accounts, and expected cash receipts.

ESSENTIAL REQUIREMENTS

• High school diploma or equivalent; Associate’s degree in Accounting, Finance, or related field preferred.
• Minimum 2 years of relevant invoicing/accounts receivable or accounting experience.
• Proficient in Microsoft Excel (required): pivot tables, VLOOKUP/XLOOKUP, INDEX/MATCH, basic formulas.
• Experience with ERP or billing systems and order-to-cash processes.
• Strong attention to detail and accuracy in data entry and reconciliation.
• Ability to work overtime and commit to at least two Saturdays per month as business needs require.
• Reliable, punctual, and able to meet strict deadlines in a fast-paced environment.
• Good written and verbal communication skills; comfortable interacting with internal teams (Operations, Shipping, Sales) and external customers.
• Ability to prioritize workload, manage multiple tasks, and elevate issues as appropriate.
• Demonstrated problem-solving skills and ability to follow documented procedures.

PREFERRED / DESIRABLE QUALIFICATIONS

• Associate’s or Bachelor’s degree in Accounting, Finance, or related field.
• Experience with Microsoft Power BI or other reporting tools.
• Prior experience in a manufacturing, distribution, or government-contracting environment.
• Familiarity with billing compliance, tax requirements, or export controls related to invoicing.

SCHEDULING REQUIREMENTS

• Ability to work occasional extended hours and/or weekends (minimum two Saturdays/month).
• Ability to sit at a workstation and perform repetitive keyboard tasks for extended periods.