Administrator, Invoice (Temporary)

Build an Aviation Career You're Proud Of

Your work ties us all together, helping our teams function and operate. Experience opportunities to learn and be a part of an organization that has your back. And with competitive compensation and total rewards, you'll also enjoy our great perks.

As an Invoice Administrator, you'll be accountable for reviewing work orders and creating invoices, credit memos, and other similar documentation. You will also be responsible for preparing, reviewing, issuing, and reconciling invoices related to aircraft part sales, to include coordinating with the credit and collections department to establish new customer accounts and resolve outstanding accounts receivable. You will also coordinate with credit and collections department to set up customer accounts for customers lacking documented payment terms & conditions and ensure appropriate account records are maintained.

Under direct supervision, this function will complete defined tasks in accordance with standard operating procedures. The position requires strong attention to detail, an intense focus on customer satisfaction, the ability to identify opportunities for process improvement, and the ability to implement changes in a timely and organized manner.

This is a 12-month temporary role based in Scottsdale, AZ or Dallas, TX.

What you'll do:

• Prepare and analyze preliminary invoices for tariffs, ensuring billing accuracy and compliance with pricing
• Issue invoices directly to customers for via mail, email, or customer portals.
• Resolve parts sales invoice issues by coordinating with Parts Sales, Supply Chain, Accounts Payable, and Customer Support.
• Work with Parts Sales Team and Finance to obtain required documentation and to resolve invoice collection issues.
• Investigate and respond to customer inquiries, track follow-up actions, and ensure timely resolution.
• Process adjustments including additional billings and credit memos tied to original invoices
• Set up customer accounts for customers lacking documented payment terms & conditions and ensure appropriate account records are maintained.
• Maintain billing invoice files in accordance with document retention policies.
• Report invoicing metrics (status, unresolved issues, billing days, etc.) to management.
• May perform other duties as required

Position Requirements:

• Must be authorized to work in the US.

• High school diploma or equivalent required

• Experience with invoicing. Other areas could include finance, accounting, billing or administrative/clerical business environment. AR and/or AP experience preferable
• Proficiency in Microsoft Office. Excel skills required.
• Proficient typing skills (at least 40 WPM).
• Strong detail orientation, math skills, analytical skills, organization skills, good interpersonal skills, oral and written communication skills.
• Ability to utilize a calculator, computer keyboard, and telephone is essential.

• Able to maintain confidentiality regarding customer, client, and employee information.

• Ability to follow and execute standard operating procedures and departmental guidelines.
• Be highly organized and have a history of multi-tasking and achieving results, including an ability to balance multiple tasks within deadlines.

Preferred Characteristics:

• Associates or Bachelors degree in Business Administration, Finance, or a related field
• Experience using enterprise applications and systems (e.g., ERP and CRM systems)
• Experience with an AS400 system is desirable
• Proficiency with Salesforce is a plus
• Aviation/aerospace or manufacturing industry experience preferred