Invoice Specialist

Connect Service Solutions LLC; Sheridan (AR); On-site; USD 38,000 - 54,000; Full time

Job summary

Patriot Construction Management is seeking anInvoice Specialist to manage contractor billing and invoicing within the FRMS program. You will process bills, review documents, and ensure accuracy from PCMS to iSupplier, while coordinating with Customer Service Specialists, Project Managers, and Accounting.

The role requires independence, ability to meet productivity targets, and escalation of issues when necessary to keep invoices on track.

Qualifications

• High school degree is required.

Responsibilities

• Monitor contractor bills and required documentation for accuracy and completeness.
• Create and submit invoices in PCMS and iSupplier.
• Track invoice statuses and payments, escalate when needed.
• Coordinate with Accounting for corrections and adjustments.
• Manage workload to meet productivity targets and deadlines.
• Communicate with contractors and team to resolve billing issues.
• Assist with related work orders, check-ins, and Not-to-Exceed requests.
• Maintain organized billing records per policy and retention rules.

Education

High school

Job description

• Location 817 E Center St.,Sheridan, AR, 72150,United States
• Employee Type FTE
• Required Degree High school

Who are we?

Patriot Construction Management delivers comprehensive program and construction management services forfacilities and government projects nationwide. With a skilled team and deep industry expertise, we offer tailoredprocurement solutions — including Design-Build, Firm Fixed Price, Time and Material, and more. Our core servicesinclude project construction management and heavy civil construction, ensuring quality, efficiency, and compliance atevery phase.

JOB SUMMARY

The INVOICE SPECIALIST manages assigned contractor billing and invoicing within the FRMS (Facility Repair & Maintenance Services) program, from receiving and reviewing contractor bills in PCMS through invoice submission in iSupplier and payment tracking. The role works closely with Customer Service Specialists, Project Managers, Accounting, and contractors to resolve discrepancies and obtain missing documentation. The Invoice Specialist is expected to independently manage an assigned workload, meet established productivity expectations, and **escalate** issues when necessary.

JOB DUTIES AND RESPONSIBILITIES:

• CONTRACTOR BILL PROCESSING & DOCUMENTATION: Monitor completed work orders to identify outstanding contractor bills and required documentation. Proactively communicate with contractors to obtain missing billing information. Review each bill against the WO packet/sign-off sheet, photos, and receipts (as required) and verify that it aligns with the completed scope and the approved Not-to-Exceed (NTE) amount. Identify discrepancies, NTE overages, or missing requirements and follow up until the necessary information is received or the issue is appropriately escalated. Accurately enter and code bills to the correct WO Line Items, cost centers, and chart of accounts, and upload supporting documentation in PCMS.
• INVOICE CREATION & SUBMISSION: Review cases and associated work orders to identify completed work ready for invoicing. Verify billing information, costs, work order documentation, and required supporting records for accuracy and completeness. Create invoices within PCMS using approved billing information and submit completed invoices through iSupplier in accordance with established procedures. Confirm successful submission and ensure invoice records and submission dates are accurately reflected within PCMS.
• INVOICE MONITORING & PAYMENT TRACKING: Monitor submitted invoices through iSupplier to identify acceptance, rejection, cancellation, payment status, and other required actions. Maintain accurate invoice statuses and expected payment dates within PCMS. Review rejected or returned invoices, identify necessary corrections, and coordinate timely resolution and resubmission when appropriate. Escalate outstanding issues that may delay invoice processing or payment. Prepare reports on bill/invoice status and contractor payment tracking as requested.
• ACCOUNTING COORDINATION & RECONCILIATION: Work closely with Accounting to resolve invoice discrepancies, cost adjustments, holds, processing errors, and required corrections after invoice creation or submission. Coordinate requests to reopen invoices, correct billing information, update processing or submission dates, and release invoices when outstanding requirements have been satisfied. Follow up to ensure corrections are completed accurately and reflected within the appropriate systems.
• WORKLOAD MANAGEMENT & PRODUCTIVITY: Independently manage assigned invoicing responsibilities to meet established daily, weekly, and monthly productivity expectations. Prioritize work based on operational needs, invoicing deadlines and outstanding requirements. Maintain consistent accuracy, organization, and efficiency while completing assigned tasks. Proactively identify and communicate barriers that may impact productivity, turnaround times, or invoice submission. Demonstrate accountability for assigned responsibilities and follow established review and approval procedures.
• CONTRACTOR COMMUNICATION & TEAM COLLABORATION: Maintain professional and timely communication with contractors regarding outstanding bills, documentation requirements, invoice statuses, and payment-related inquiries. Collaborate with Customer Service Specialists, Project Managers, Accounting, and other department team members to resolve issues preventing timely invoicing. Provide updates on outstanding requirements, discrepancies, corrections, and other matters impacting invoice processing. Escalate complex contractor billing issues or disputes to the Customer Excellence Manager.
• WORK ORDER & OPERATIONAL SUPPORT: Assist with incoming calls, technician check-ins and check-outs, work order updates, and Not-to-Exceed (NTE) requests as operational needs require. Ensure applicable information is accurately documented within PCMS and communicated to the appropriate team members. Support additional departmental workstreams and operational responsibilities based on workload and business needs.
• RECORD KEEPING, COMPLIANCE & PROCESS IMPROVEMENT: Maintain accurate and organized billing records, invoice documentation, WO packets/sign-off sheets, photos, receipts, and submission records in the electronic document management system, in accordance with company and client requirements. Follow applicable billing procedures, documentation standards, document retention policies, and approval processes, and assist in preparing records for internal