Invoicing Specialist

Lifetime Door Co; Town of Brookfield (WI); On-site; USD 42,000 - 66,000; Full time

Benefits offered by this job

401(k)

Health insurance

Paid time off

Vision insurance

Job summary

A leading door service company in Wisconsin is seeking an Invoicing/Scheduling/Lien Specialist to oversee daily office operations and manage invoicing, lien filings, and payment processing. This role is crucial in ensuring job accuracy and efficient closeout. Candidates should have an associate's degree and at least two years of experience in invoicing and office management. This full-time position offers benefits such as health insurance, paid time off, and a 401(k). The schedule is day shifts from Monday to Friday.

Qualifications

• 2+ years of experience invoicing/payment processing.
• 2+ years of experience in office management.
• 1+ years of experience construction/mechanic lien filing.
• 1+ years of experience with construction/mechanic lien filing.
• Experience with Service Fusion and QuickBooks preferred.

Responsibilities

• Oversee day-to-day office operations.
• Prepare and process accurate invoices for completed jobs.
• Manage daily office operations to ensure a smooth work environment.
• Close out jobs in the system in a timely manner.
• Prepare and file lien documents per procedures and deadlines.
• Track lien filings and maintain organized records.
• Communicate lien status and actions to management.

Skills

Invoicing/payment processing

Office management

Lien filing

Service Fusion

QuickBooks

Education

Associate's degree in business or related field

Tools

Service Fusion

QuickBooks

Job description

Job Summary

The Invoicing/Scheduling/Lien Specialist is responsible for overseeing day‑to‑day office operations while managing accurate and timely invoicing, lien filings, scheduling, and payment processing. This role serves as a key link between technicians, operations, and accounting to ensure job details are properly documented, invoiced correctly, and closed out efficiently.

Invoicing & Job Closeout

• Prepare and process accurate invoices for completed jobs.
• Review technician notes to ensure all work performed is clearly understood and properly documented.
• Verify that all line items are correct, complete, and aligned with job scope and pricing.
• Identify missing or unclear information and follow up with management or technicians as needed.
• Close out jobs in the system in a timely manner.
• Prepare and file lien documents in accordance with Lifetime Door procedures and applicable deadlines.
• Track lien filings and maintain organized records for compliance and reference.
• Communicate with management regarding lien status, timelines, and required actions.

Payments & Financial Processing

• Send invoices and statements to customers as required.
• Receive, record, and deposit customer payments and checks.
• Ensure payments are applied correctly and timely in the accounting system.
• Communicate with internal teams regarding payment status and discrepancies.

Office Management

• Manage daily office operations to ensure a smooth and organized work environment.
• Order and maintain office supplies, equipment, and materials, including UPS purchasing and tracking of office‑needed items.
• Manage incoming and outgoing mail, including checks, documents, and customer correspondence.
• Other job duties as assigned.

Skills & Qualifications

• Associate's degree in business or related field.
• 2+ years of experience invoicing/payment processing.
• 2+ years of experience in office management.
• 1+ years of experience construction/mechanic lien filing.
• Experience with Service Fusion and QuickBooks preferred.

Job Type

Full‑time

Benefits

• 401(k)
• Health insurance
• Paid time off
• Vision insurance

Schedule

• 8 hour shift
• Day shift
• Monday to Friday

Supplemental Pay Types

• Bonus pay