Invoicing Manager

Description

General Summary: Responsible for managing daily operations, supervision, workflow, and evaluation of the invoice department. Supervise invoicing personnel and activities of the organization.

Positions reporting to this position: Invoicing Coordinators (levels I and II), Billing Specialists (levels I and II) and Project Controller

Duties and Responsibilities: (functions considered essential are marked by an *):

•   *Determine staff requirements; recruit, train, and develop personnel in order to meet customer invoicing expectations, including interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems for both employees and customers. 
•   *Manage and maintain the integrity of billing systems. Monitor various reports to ensure invoices are processed through the invoicing department in a timely manner.
•   *Participate in continuous process improvement, long-term planning and business plan initiatives as communicated by senior management.
•   *Provide daily activity updates including key productivity metrics to senior management.
• *Supervise job setup in the accounting software system (Dynamics). Call customers to obtain bill to address or other missing information if required.  
• *Supervise review of customer service logs, daily work reports, subcontractor bills, receipts, permits, tolls, timesheets and/or related documentation for completeness and accuracy. 
• *Monitor, evaluate and perform quality assurance or final checking of projects in the accounting software system (Dynamics) to verify accuracy and completeness. 
• *Liaise with internal department heads (Purchasing, Accounts Payable, Payroll, Estimating, Mechanical, IT, Customer Service, Marketing) to resolve issues and obtain information.
• *Develop, conduct, and/or supervise invoicing training for field personnel through formal classes as well as on-site field training.   
• *Manage the accuracy and completeness of the “Invoice Hold Report”.  
• Collaborate with Estimating Department and Operations management on special billing instructions and bid jobs.
• *Evaluate and decide on how to invoice customers utilizing advanced knowledge of pricing agreements and Hulcher business model.
• *Manage special projects including customer specific research, audit support and process improvement.
• *Travel to large jobs as a member of the ‘Go Team‘ to supervise and coordinate invoicing paperwork.
• Supervise computer system implementations, documentation, upgrades, customer audits projects and requests for documentation.
• Perform other incidental and related duties as required.

Requirements

Educational Requirements: 

Bachelor’s degree required or equivalent combination of education and experience

Required Certification/Licensure: None Required

Experience Requirements:

Five (5) years related experience

Knowledge / Skills:

Ability to manage direct reports in order to meet departmental and company objectives; strong interpersonal, analytical, decision-making, organizational and time management skills; ability to prioritize workload, meet deadlines, initiate process improvements; basic management training and/or experience; excellent written and verbal communication; intermediate accounting knowledge; intermediate word processing, database, e-mail and spreadsheet applications skills; detail oriented; working knowledge of bookkeeping practices and procedures; ability to identify discrepancies and determine alternative courses of action; geometric and basic math skills, ability to analyze and solve problems. Advanced knowledge of pricing agreements and Hulcher business model.

Physical Demands:

Must be able to lift/carry materials up to 25 lbs, move about the work site, turn on and operate a computer in the applicable environment, communicate efficiently and effectively on the telephone or in person, and complete required paperwork. Also may be required to sit at a computer terminal for an entire workday.

Travel:

Required to travel to potentially hazardous locations on occasion (less than 5% of time) and be required to wear personal protective clothing. “Go Team” infrequently and possibly on short notice may be asked to travel to remote job sites or weather afflicted areas to assist with field paperwork.   

Working Conditions: 

Employee primarily works in a standard indoor office environment. Field environment may include field office trailers, hotels, exposure to outside weather conditions, extreme cold, extreme heat, including wet and/or humid conditions.

Position Interacts With (indicate internal and external contacts):

Company and subsidiary company staff, senior management, customers, vendors and service providers.