Invoice Reconciliation Specialist

CheckSammy; Addison (TX); On-site; USD 60,000 - 90,000; Full time

Job summary

CheckSammy in Addison, TX seeks an Invoice Reconciliation & Project Closeout Specialist to manage the full financial lifecycle of jobs after vendor work is completed. You will audit invoices, resolve discrepancies, attach approved invoices to jobs in CRM, update financials, and close jobs for client invoicing while coordinating with vendors and internal teams.

The role requires meticulous attention to detail, ownership of data accuracy, and cross-functional collaboration with operations,

Responsibilities

• Audit vendor invoices against quotes, contracts, PO, and job records for accuracy.
• Reconcile discrepancies and request corrected invoices or credit memos as needed.
• Attach invoices and supporting docs to job records in CRM/order management systems.
• Update job financials upon invoice approval including costs, charges, margins, and change orders.
• Ensure all services are invoiced and documented before closeout; drive resolution of missing data.

Skills

Excel proficiency

Vendor management

Financial reconciliation

Cross-functional teamwork

Attention to detail

Tools

CRM software

Accounting software

Job 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.