Timekeeper - Invoicing Specialist - Enerfab

Title: Timekeeper / Invoicing Specialist
Division:  Enerfab Midwest
Reports to:  Regional Manager of Project Controls
Location: Marissa, Illinois
Hourly, Non-Exempt:  $25 - $28/hour

The Timekeeper / Invoicing Specialist will collaborate with project teams and assist in maintaining accurate timekeeping records critical to project success.  They will also be responsible for accurately generating invoices, verifying billing information, and facilitating the invoicing process to support efficient financial operations. 

Key Responsibilities: 

Timekeeper:

• Accurately record and enter daily labor hours, equipment usage, and material consumption data into the company's timekeeping system. 
• Ensure that all entries are compliant with company policies and project requirements. 
• Collect timesheets from field personnel and subcontractors, verifying completeness and accuracy. 
• Assist employees with timesheet-related inquiries and discrepancies. 
• Review and validate time and attendance records, ensuring alignment with project schedules and work hours. 
• Investigate and resolve discrepancies or missing data promptly. 
• Assist in generating and distributing daily, weekly, and monthly labor and cost reports to project management and stakeholders. 
• Compile and prepare data for payroll processing. 

Invoicing Specialist:

• Prepare and generate invoices for completed projects, services, or products provided to clients, ensuring accuracy and compliance with contract terms.
• Verify billing data, including project costs, labor, materials, and expenses. 
• Interact with clients to address inquiries related to invoices, contract terms, and payment schedules.
• Maintain positive client relationships and provide excellent customer service.
• Review invoices for completeness, accuracy, and adherence to company policies and industry standards.
• Ensure that all necessary supporting documentation is attached to invoices.
• Maintain organized and secure records of all invoices, billing correspondence, and payment confirmations.
• Create and maintain an efficient filing system for invoices and related documents.
• Prepare and distribute billing documentation, including invoices, statements, and payment reminders.
• Assist with the resolution of billing discrepancies and disputes. 
• Monitor and track invoice payments, follow up on overdue accounts, and reconcile payment discrepancies. Provide payment information to the Accounts Receivable team for cash application. 
• Generate reports on billing and accounts receivable status for management review.
• Assist in the preparation of financial reports related to invoicing and collections. 

Qualifications:

• High school diploma or equivalent (Associate degree in Accounting or Finance is a plus).
• 2-3 years of experience in invoicing, billing, or accounts receivable roles, preferably in the construction or industrial sector.
• Proficiency in invoicing software and financial systems
• Strong attention to detail and accuracy in data entry and recordkeeping.
• Effective communication and interpersonal skills for client interactions.
• Ability to work independently and collaboratively within the Finance team.
• Knowledge of accounting principles and financial regulations is beneficial.

WORK ENVIRONMENT AND EXPECTATIONS:

• Job duties are performed mainly within an established office environment under normal lighting and climate-controlled tolerances. The noise level in the work environment is usually low to moderate.
• Requires a consistent physical presence at the office to oversee shared services functions and employees, normally achieved by working standard business hours. Certain positions will require flexibility of working hours to meet the demands of the job and the direction of the manager.

The work environments are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

PHYSICAL REQUIREMENTS
•    Prolonged periods of standing and walking.
•    Requires lifting, positioning, pushing, and/or pulling.
•    Prolonged periods sitting at a desk and working on a computer.

This job description does not constitute a written or implied contract of employment.  This job description is not intended and should not be construed to be an exhaustive list of all responsibilities, skills, efforts, or work conditions associated with the job.  Furthermore, the employer reserves the right to revise or change job duties and responsibilities as the need arises.

Enerfab is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or status as a protected veteran or any other protected class under federal, state, or local law.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. Applicants must be authorized to work for any employer in the U.S. 
 

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