Invoicing Supervisor in Carlisle, Pennsylvania at Allen Distribution

Job Title: Invoicing Supervisor

Department: Customer Invoicing

Reports To: Director, Invoicing

Position Type: Full Time Exempt

Purpose of Position:

To ensure all customers receive timely, accurate, and customized invoices, and to support the Invoicing team.

Position Competency:

1. Understanding of invoicing processes and procedures.

2. Working knowledge of Microsoft Word, Microsoft Excel, and Adobe Acrobat.

3. Ability to learn ASC and Softeon WMS, Softeon Billing Module, and Transportation Management System.

4. Ability to provide support to other members of Accounting, Finance, Invoicing, IT, Operations, and Transportation teams.

Position Expectations

Customer Invoicing:

• Complete month end invoicing within 4 business days of EOM or directed by customer, including customer-based periods and Allen expectations. Speed should never compromise accuracy.
• Monitor and record invoice errors, causes, and resolutions.
• Suggest ways to improve the accuracy and efficiency of invoicing. Embrace technology and change.
• Ensure invoices and customer accounts are updated accurately with price changes based on contracts or direction from Operations and Business Development teams. Work collaboratively to become customer account expert.
• Set up contracts and rate profiles within Billing Module.
• Process invoicing according to required format and procedures.
• Supervise direct reports’ time, attendance, objectives, and performance.
• Assist team with resolving issues and improving processes.
• Support Director, Invoicing with functional strategy and priorities.
• Develop capability of team to learn and grow in a healthy, positive teamwork environment with succession planning in mind. Back Up/Main Office Responsibilities
• Assist with coverage of Reception desk by answering phones and greeting visitors. Answer phone by the third ringing cycle.
• Cross-train on other customer invoice processing to provide account coverage when needed.
• Administrative Support
• Provide administrative support to management team as needed.
• Maintain a secure, well- organized area free from clutter with information easily accessible to others.
• Understand the functionality of Warehouse Management System and Transportation Management System.
• Customer Communication
• Establish and maintain professional working relationships with customers via e-mail, telephone communication and face-to-face visits.

These expectations are meant to be a guide and may be changed at any time at the discretion of Allen Distribution.

Values and Business Practices:

Customer First – We deliver on what we promise to our customers with a positive attitude.

We treat everybody with respect and dignity.

We operate with high business ethics.

We are a good corporate citizen.

We value our professional relationships.

We strive to have a “Continuous Improvement Culture”.

We are committed to the safety of our employees and our equipment/facilities.

Our expectation is that all employees, customers, vendors will perform in a manner that will ensure long term success.

Company Expectations

Flexibility:

• Works the hours needed to support the business goals (including overtime, weekends and holidays). Remains open-minded, performs a wide variety of job tasks, transitions from task to task effectively (multi-task).

Reliability:

• Completes work in a timely, accurate and consistent manner. Invoices the full breadth of services for assigned accounts: storage, handling, accessorial, custom packaging and transportation. Always present and punctual; arrives prepared for work.

Attitude:

• Maintains a positive attitude. Lives by company stated values and inspires others. Contributes as a productive team member.

Willingness to learn:

• Approaches new tasks with an interest to learn. Has the ability to learn techniques as job task requirements change. Wants to learn about all aspects of AD’s organization and services. Learns the customer’s organization, business, products, industry, etc.

Initiative:

• Seeks out additional work when job tasks are completed. Goes above and beyond required tasks. Participate in pre-shift meetings and department meetings.

Quality of Work:

• Maintains high standards despite pressing deadlines. Produces accurate, thorough and professional work. Understands the importance of “Only Handle It Once – OHIO”, by completing work correctly the first time.

Follows directions:

• Follows all written and verbal instructions provided by management, project leader, etc…

Communication:

• Shares all information in a professional and factual manner ensuring the best decisions are made for the company. Report all issues to your manager/supervisor.

Appearance:

• Maintains a professional environment and an appropriate appearance. Dresses in accordance with the established dress code guidelines to your respective position.