Invoicing Coordinator

OpenMind Staffing; New York (NY); On-site; USD 60,000 - 80,000; Full time

Job summary

OpenMind Staffing seeks an Invoicing Coordinator to own project billing from PO to final invoice, ensuring accuracy and timeliness. You will generate invoices for in-progress and completed projects and collaborate with Principals, Project Managers, and Logistics to schedule client invoicing across active workstreams.

The role emphasizes attention to detail, knowledge of time-and-material billing, and the ability to review contracts and client terms while improving invoicing processes.

Qualifications

• Bachelor’s degree in accounting or related field.
• 3+ years accounting experience.
• Experience with SAP, PMWeb, Ariba preferred.
• Knowledge of tax laws and time-and-material billing.
• Attention to detail and accuracy in billing data.

Responsibilities

• Generate invoices for completed and in-progress projects reflecting pricing.
• Schedule client invoicing across active projects with PMs and logistics.
• Check invoices for correct categorization and taxes.
• Manage and expedite pending Purchase Orders to keep billing on schedule.
• Adjust and reissue invoices with supporting documentation; review third-party billing.
• Maintain the project tracker for PO balances and billing statuses.
• Review contracts and client billing terms for compliance with rates and schedules.
• Maintain and improve invoicing systems and processes; assist with ad hoc accounting tasks.

Skills

Attention to detail

Proactive communication

Cross-functional collaboration

Billing coordination

Education

Bachelor’s degree in accounting

Tools

SAP

PMWeb

Ariba

Job description

A leading NYC-area commercial relocation and furniture installation firm is hiring an Invoicing Coordinator to own project billing from purchase order through final invoice. The role generates invoices for completed and in-progress projects and works closely with accounting, management, and project teams to make sure every bill is accurate, on time, and consistent with client terms.

The firm provides project management, corporate relocation, inventory management and warehousing, and furniture and glass wall distribution and installation for corporate clients, including Fortune 100 and 500 companies, using an in-house union workforce. The billing reflects that complexity: multiple POs per project, time-and-material work, union labor, storage charges, and third-party costs. It is best suited to a detail-driven accounting or billing professional who wants to own the invoicing process and keep improving it.

WHAT YOU'LL OWN

• Generate invoices for completed and in-progress projects, ensuring invoices and proposals accurately reflect project pricing.
• Work with Principals, Project Managers, and Logistics to schedule client invoicing across active projects. Track project progress for precise ongoing and final billing; compile billing details, review source data, and verify invoice accuracy.
• Check invoices for correct categorization and taxation.
• Manage and expedite pending Purchase Orders so billing stays on schedule.
• Adjust and reissue invoices as requested, with the supporting documentation to back them up. Review and validate third-party billing, including applicable storage charges.
• Maintain the project tracker used to monitor PO balances and update billing statuses.
• Review contracts and client billing terms to ensure compliance with agreed rates, markups, and payment schedules.
• Maintain and improve invoicing systems and processes to prevent errors, and assist with ad hoc accounting tasks and departmental initiatives

WHAT YOU BRING

• Bachelor’s degree in accounting or a related field; 3+ years of relevant accounting experience preferred.
• Proficiency in SAP, PMWeb, and Ariba preferred.
• Knowledge of tax laws, union labor, or time-and-material (T&M) billing is highly desirable.
• High attention to detail and accuracy with billing and financial data, and the organization to manage multiple tasks and deadlines.
• Proactive, clear communication with clients and internal teams, and the ability to collaborate across departments.
• Problem-solving skills and adaptability to resolve billing discrepancies efficiently.

LOCATION

New York City. The team works in the office and on-site five days a week.