Invoicing & Project Coordinator
Reporting to the Vice President Finance & Admin, the Project & Invoicing Coordinator is responsible for all customer project setup, invoicing and processing of all vendor invoices using Q&C’s ERP system.
Duties and Responsibilities
The following is a list of the essential duties and responsibilities of this role. The time spent on these tasks will vary as business needs require. Q&C maintains the right to modify job duties and responsibilities at its discretion.
General- Develop and maintain work relationships that are required to achieve regular tasks and objectives.
- Establish rapport and communicate openly and effectively.
- Practice active listening and solid understanding of others.
- Input daily activities in company time and expense billing system (project management and employee time and expense software) as required.
- Ability to deal with complex and time sensitive issues.
- Fulfill other duties as required.
- Create and/or update projects in Acumatica, using information provided by the sales team and as directed by service delivery team.
- Assist service delivery team in project forecasts and budgets.
- Ensure all relevant project documents are saved in Acumatica.
- Prepare accurate and complete project work initiations and send them to the relevant service delivery team.
- Facilitate customer changes and project closeout in Acumatica
- Prepare customer invoices in an accurate and timely manner.
- Distribute reviewed and approved customer invoices.
- Manage the Q&C invoicing email to ensure all customer queries and requests are addressed in a timely manner.
- Maintains relationships with vendors, addresses inquiries, and resolves discrepancies.
- Receives, and verifies third-party vendor invoices for accuracy and completeness.
- Processes vendor invoices using Q&C’s software and sends for approval.
- Maintains accurate records of all account payable transactions and financial data.
- Reconciles account payable statements with vendor records to ensure accuracy and identify any discrepancies.
- Assisting with other accounting and bookkeeping activities, as requested
- Follow Information Security Management System practices, as they apply to the role; and
- Minimize risks to IT security and promptly report any potential IT security issues.
- Specific projects as assigned.
Work Environment
The following work environment elements are present in the role:
- Time pressures;
- Quality pressures; and
- Light physical effort (dealing with boxes, files, AV equipment, etc.).
Requirements
The employee is expected to have:
- The ability to work independently and as part of a project implementation team;
- Self-motivation;
- Project-oriented skills, with the ability to work on more than one (1) project at a time;
- Strong organizational skills;
- Excellent attention to detail; and
- The ability to be flexible to adjust to changes in tasks and work environment.
Education and Training
The following education and training is needed for the performance of the work:
- Bachelor’s degree or equivalent industry experience;
- Computer Aptitude in:
o Functional software applications used by Q&C (i.e., intermediate level as minimum):
§ Microsoft Office (programs and services);§ Microsoft Visio;
§ Acumatica; and
- Willing and capable of learning new applications and technologies with a particular emphasis as to how they might be leveraged within Q&C.
Communication Skills
The following communication skills are needed in the performance of the work:
- Discretion – selective and mindful about conveying information due to its sensitivity, or confidentiality;
- Technical – providing detailed explanations of processes, regulations, or concepts;
- Interpretation – using good listening skills to understand another's position and to confirm translation; and
- Diplomacy – practicing a high level of communication aimed at resolving problems while maintaining a level of respect for the interests of the parties involved.
Nature of Decisions
The following describe the nature of decisions expected in the role:
- Taking directions from Q&C;
- Acting as subject matter expert, if appropriate;
- Enabling activities to stay on track (project management. scheduling, prioritizing); and
- Making decisions relating to the quality of work (measuring against standards)
Benefits
Learn about what makes our company unique at www.qualityandcompliance.com.
Q&C welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process