Invoice Reconciliation Specialist

CheckSammy Inc.; Addison (TX); On-site; USD 45,000 - 65,000; Full time

Job summary

CheckSammy Inc. is seeking an Invoice Reconciliation & Project Closeout Specialist for our Addison, TX HQ.

The role oversees the financial lifecycle of jobs after vendor work, auditing invoices, resolving discrepancies, and ensuring proper coding and documentation for client invoicing. You will work across vendors, operations, sales/account management, and finance to ensure complete documentation, accurate financials, and timely closeout.

Qualifications

• Bachelor's degree in accounting, finance, business, or related field.
• 1–3 years of accounts payable, invoice auditing, vendor reconciliation, or billing closeout experience.
• Experience in a job-based or project-based cost environment is a plus.

Responsibilities

• Audit vendor invoices against quotes, contracts, purchase orders, and job records to confirm rates and charges.
• Reconcile discrepancies and request corrected invoices or credits as needed.
• Attach and link invoices and supporting docs to the correct job in CRM and OMS.
• Update job financials with vendor costs, pass-through charges, changes, and margins.
• Ensure all services are invoiced before closeout and costs are accounted for.
• Review completed jobs for closeout readiness and accuracy of docs and financials.
• Close out jobs in OMS and hand off to billing for invoicing.

Skills

Attention to detail

Time management

Problem solving

Ownership

Independent work

Organizational skills

Excel proficiency

CRM familiarity

Vendor communication

Education

Bachelor's degree preferred

Tools

Excel

CRM platforms

Order management systems

Job description

Description

At CheckSammy we believe landfill waste is a massive problem, and we knew we could do something about it. With our technology and commitment to sustainability, we are redefining what it means to be a junk removal solutions and sustainability provider. We offer on-demand and subscription-based pricing and complete customization for all our services.

SCHEDULE This is an in-person position at our Addison HQ Office

Days: Monday - Friday | Hours: 8am - 4pm (depends on the shift)

POSITION SUMMARY

The Invoice Reconciliation & Project Closeout Specialist is responsible for the full financial lifecycle of a job once vendor work is complete: auditing vendor invoices for accuracy against quoted or contracted rates, resolving discrepancies, matching and attaching each approved invoice to its associated job in the CRM and order management platforms, updating the job’s financials (vendor cost, pass-through charges, margin, and any approved change orders), and closing the job out so it is ready for client invoicing. When invoices or supporting data are missing, this role owns outreach to vendors to obtain what is needed to close the job. This role also ensures invoices are properly coded, filed, and uploaded for payment processing.

The candidate must be detail-oriented, organized, and comfortable working across multiple platforms, with a strong sense of ownership over job-level accuracy. They will collaborate closely with vendors, operations, sales/account management, and the finance team to ensure every closed job has complete documentation, accurate financials, and no unresolved cost or billing issues before it is released for client invoicing.

DUTIES AND RESPONSIBILITIES:

• Audit vendor invoices against original quotes, contracts, purchase orders, and job records to confirm accuracy of rates, quantities, tonnage, fees, and surcharges.
• Reconcile discrepancies between quoted and invoiced amounts and resolve issues directly with vendors, including requesting corrected invoices or credit memos.
• Match each approved vendor invoice to its associated job and attach the invoice and supporting documentation (tickets, weight slips, photos, BOLs, manifests) to the job record in the CRM and order management systems.
• Update job financials upon invoice approval, including vendor cost, pass-through charges, disposal/recycling fees, change orders, and resulting job margin.
• Verify that all services performed on a job have been invoiced by the vendor and that all vendor charges are accounted for before closeout.
• Review completed jobs for closeout readiness, confirming that service completion, documentation, and financials are accurate and complete.
• Close out jobs in the order management system and release them to the billing/finance team for client invoicing in a timely manner.
• Identify and flag jobs with missing invoices, unresolved vendor disputes, or incomplete documentation that would delay client invoicing, and drive them to resolution.
• Proactively reach out to vendors to obtain outstanding invoices, weight tickets, service confirmations, and any other data required to close out jobs, and follow up persistently until the information is received.
• Maintain a log of vendor outreach and outstanding requests, escalating chronically late or non-responsive vendors to the vendor relations / sourcing team.
• Code and upload approved invoices to accounting platforms for payment processing.
• Maintain accurate reporting and tracking of invoice statuses, exceptions, open jobs awaiting closeout, and aged unbilled jobs.
• Communicate with internal teams (operations, sales, account management, finance) and vendors regarding invoice status, discrepancies, and job closeout holds.
• Analyze and review financial documentation with a high degree of attention to detail.
• Multi-task and prioritize invoice auditing, job closeout, and reporting deadlines across multiple platforms to support month-end close and client billing cycles.
• Apply intermediate Microsoft Excel skills (sorting, filtering, VLOOKUPs, pivot tables, and formula creation) to reconciliation and reporting work.
• Provide support for audits, compliance reviews, margin analysis, and financial reporting as needed.
• Recommend process improvements to shorten the time from vendor service completion to client invoicing.
• Other tasks as assigned.

Requirements

COMPETENCIES:

• High attention to detail and accuracy in financial review and job-level data entry.
• Strong prioritization and time management skills, with the ability to meet closeout and billing deadlines.
• Effective problem-solving and reconciliation skills.
• Ownership and follow-through: drives open items to closure rather than leaving jobs in limbo.
• Ability to work independently with minimal supervision.
• Strong organizational and documentation skills.
• Proficiency in Excel, CRM, and order management platforms.
• Clear, professional communication with vendors and cross-functional teams.
• Comfortable working in a dynamic and fast-paced environment.

EDUCATION / TRAINING AND EXPERIENCE:

• Bachelor's Degree strongly preferred (Accounting, Finance, Business, or related field).
• 1-3 years of related experience in accounts payable, invoice auditing, vendor reconciliation, job costing, or billing/order closeout preferred.
• Experience working in a job-based or project-based cost environment (waste, logistics, construction, field services, or similar) a plus.

KNOWLEDGE, SKILLS, ABILITIES:

• Excellent communication and vendor relations skills.
• Proficient knowledge of MS Office business applications, especially Excel, Word, and Outlook.
• Ability to analyse discrepancies and develop resolutions.
• Understanding of job costing concepts, including vendor cost, pass-through charges, and margin.
• Understanding of the order-to-cash cycle and how job closeout impacts client invoicing and revenue recognition.
• Familiarity with CRM and order management platforms (e.g., HubSpot or similar) preferred.
• Familiarity with accounting/AP platforms and invoice upload workflows preferred.
• Solid waste and recycling industry knowledge (hauling, disposal, recycling, tonnage-based billing) a plus.

WORKING CONDITIONS

Office environment: exposure to computer screens, working closely with others in an open office environment.

PHYSICAL DEMANDS:

• Visual acuity; ability to view computer screen for full shift, approximately eight hours.
• Sitting for extended period.
• Manual dexterity for operating a computer, keyboard, and mouse.
• Speaking for operating a phone with ability to convey detailed information accurately and clearly.
• Walking (10% of the day).
• Light lifting (no more than 25 pounds).

This position description reflects management's assignment of essential functions; nothing in this description restricts management's right to assign or reassign duties and responsibilities to this position at any time.