Invoicing Associate

Job Summary

The Invoicing Associate plays a critical role in the accounting department, responsible for processing daily invoices, matching bills of lading, and confirms deliveries.

The Invoicing Associate will….

Invoice Processing:

- Process daily invoices accurately and efficiently, ensuring that all necessary information is included and recorded correctly.

- Review, sort, and audit the electronic files submitted by locations to verify dates, times, quantities delivered to confirm inventory changes and customer invoicing information.

- Review each step for accuracy to avoid credit and rebills, and credit and rebill when necessary.

- Will utilize reports to assist with the tracking of product in use over larger timeframes and over state lines.

Bill of Lading Matching:

- Match bills of lading to corresponding invoices to ensure that shipments are accurately reflected in the invoicing process.

- Research and resolve any discrepancies between bills of lading and invoices in a timely manner, collaborating with relevant teams as needed.

- Review and reconcile the bill of lading list and trip delivery lists to post open orders.

- Communicate with various region to confirm accuracy of paperwork and procedures.

Communication & Reporting:

- Use system reports to assist fuel reconciliation and tax reporting for product on trucks multiple days and over state lines.

- Regularly communicate with locations to clarify paperwork via phone, email, and Microsoft Teams Chat groups

- Ensure compliance with company policies, accounting standards, and regulatory requirements in all invoicing activities.

Additional

- Assist with month end closing as it pertains to delivery documents retained or preloaded inventory product to document gallons in transit.

- Assists with interim inventory counts as scheduled.

Supervision of Others

- None

Work Environment

- Typically work is performed in an office setting.

Physical Demands

- Able to sit and stand for extended periods of time.

- Able to move about office setting to complete responsibilities.

- Able to move freely around work and customer sites.

- Able to climb stairs and ladders, kneel, bend, and stoop.

- Heavy use of phone, computer, and office equipment.

- Able to lift up to 25 lbs.

Travel

- Negligible

Knowledge, Skills, and Abilities

Required

- This position requires strong attention to detail, accuracy, and the ability to work efficiently in a fast-paced environment.

- Possesses a general knowledge of accounting principles and practices along with at least two years’ experience in a billing or accounting position.

- Proven ability to prioritize and a willingness to take ownership and follow through.

- Must work well under pressure to ensure that all processing is performed within the required time frames.

- Strong computer skills and able to learn company systems and processes.

- Strong mathematical, verbal, and written communication skills.

- Ability to work proficiently in Microsoft Excel and Word.

- Adheres to the company’s values and ethical expectations.

- Able to effectively multitask with a strong attention to detail.

- Willingness to accept other additional responsibilities as requested.

- Willingness and ability to learn new processes and new technology.

Preferred

- Associate’s Degree in accounting is a plus

- Experience in transportation, lubricants, fuel, or a related industry

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

EEO Statement

Senergy Petroleum is an equal opportunity employer and prohibits discrimination and harassment of any kind. We are committed to providing equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, veteran status, or any other characteristic protected by applicable law. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.