Invoicing Coordinator

Mallory Alexander International Logistics, a global third-party logistics (3PL) provider, is looking for talented individuals to join our growing team.

The Invoicing Coordinator is responsible for the accurate and timely preparation, review, and processing of customer and vendor invoices. This role supports the company's financial operations by ensuring billing accuracy, maintaining data integrity, resolving invoice discrepancies and compliance. The ideal candidate possesses strong Excel skills, exceptional attention to detail, and the ability to perform high-volume, repetitive tasks with a high degree of accuracy and consistency. Success in this role requires strong organizational skills, a proactive problem-solving approach, and the ability to effectively manage multiple priorities in a fast-paced environment.

Duties and Responsibilities

• Generate accurate and timely customer invoices utilizing billing systems.
• Audit invoice data and apply customer-specific coding and billing requirements prior to submission.
• Review, classify, and code vendor and utility invoices to ensure accurate processing and payment.
• Apply a high level of attention to detail when reviewing invoices, coding transactions, validating supporting documentation, and ensuring billing accuracy.
• Conduct thorough audits of billing data to identify and correct discrepancies before invoice submission.
• Research, investigate, and resolve billing discrepancies, disputes, and payment-related issues.
• Communicate with customers regarding invoice status, corrections, supporting documentation, and billing inquiries.
• Maintain and update invoicing databases, records, and documentation to ensure data accuracy and compliance.
• Analyze financial and billing data to identify variances.
• Collaborate with Operations, Finance, Accounting, and other departments to validate and reconcile billing information.
• Maintain reports, dashboards, and tracking tools to support business objectives.
• Generate daily, weekly, and monthly billing reports and monitor key performance indicators.
• Provide data-driven recommendations to improve billing accuracy, workflow efficiency, and financial performance.
• Ensure compliance with company policies, customer requirements, and applicable financial controls.
• Support month-end and year-end accounting activities as needed.

Minimum Qualifications

• Experience in billing, invoicing, accounts receivable, finance, or a related accounting function.
• Bachelor's degree in Business Administration, or a related field preferred.
• Advanced proficiency in Microsoft Excel, including PivotTables, VLOOKUP/XLOOKUP and IF statements.
• Strong analytical mindset with exceptional attention to detail and accuracy.
• Ability to perform repetitive tasks while maintaining a high level of precision, consistency, and productivity.
• Demonstrated ability to identify data discrepancies, investigate root causes, and implement corrective actions.
• Excellent organizational and time-management skills with the ability to manage multiple priorities and meet deadlines.
• Strong written and verbal communication skills.
• Ability to work independently while collaborating effectively within a team environment.
• Proven problem-solving skills and a commitment to continuous improvement.
• Commitment to maintaining data integrity and quality in financial reporting and invoicing processes.

Preferred Qualifications

• Experience with ERP, accounting, or billing software systems.
• Knowledge of accounts receivable processes and invoice auditing practices.
• Familiarity with customer-specific billing requirements and compliance standards.

Core Competencies

• Attention to Detail
• Accuracy and Data Integrity
• Financial Analysis
• Critical Thinking
• Problem Solving
• Process Improvement
• Organization and Prioritization
• Time Management
• Customer Focus
• Communication
• Collaboration
• Accountability

Success Measures

• Invoice accuracy and timeliness
• Reduction in billing errors and disputes
• Compliance with customer and company billing requirements
• Timely resolution of invoice-related issues
• Quality and accuracy of financial reporting and analysis
• Continuous improvement of billing processes and operational efficiency
• Consistent performance of high-volume invoicing activities with minimal errors

Shift: First Shift, Monday Through Friday.

Working Environment: Duties regularly require employee to stand, walk, and reach with hands, talk and hear. The employee is occasionally required to stoop, kneel, crouch, or lift and/or move up to 25 pounds. Duties will require proficient use of computer, software, phone systems and other similar technology. The noise level in the work environment is usually moderate.

Why Mallory Alexander?

Mallory Alexander International Logistics is a leading full-service logistics provider established in 1925. With more than 10 facilities in the U.S. and 3 in Asia, Mallory Alexander supports manufacturers, retailers and other suppliers in the storage and shipment of their valuable cargo, and we do it with confidence–on time, with care, everywhere. We proudly offer competitive compensation, robust benefits and a family environment, an environment where our dedicated employees are able make an impact on our customers' experience.

If you are based in California, we encourage you to read this important information for California residents linked here.