Inventory Billing Specialist

The Inventory Billing Specialist is primarily responsible for accurate and timely invoicing of storage account customers. This position will estimate costs related to customer-specific storage needs, provide routine inventory summaries or breakdowns, and coordinate with Sales and storage / warehousing teams to identify specialty requirements such as indoor / outdoor availability, ambient or temperature-controlled needs, or storage container requirements. The Inventory Specialist will work closely with Sales Representatives and warehousing managers to verify inventory availability or delivery timelines.

Essential Job Duties and Responsibilities:

•  Generate current inventory lists monthly by location; ensure all inventory is invoiced or accrued.

•  Work directly with customers to create storage estimates, provide inventory breakdowns, and research / provide information required to properly invoice storage spaces.

•  Meet with Sales Representatives weekly to review all storage accounts and determine discrepancies, if any.

•  Work with warehouse teams regarding inventory questions or storage concerns.

•  Tour warehouses as needed to verify equipment, inventory level or location, and assist with customer needs.

•  Generate accurate invoices for sales transactions; ensure products and services delivered are billed correctly and in a timely manner.

•  Coordinate with Sales and Inventory teams to verify product availability and delivery timelines prior to invoicing.

•  Organize and maintain customer billing accounts and keep detailed records of all billing transactions.

•  Identify and resolve any discrepancies between inventory data and billing records in order to prevent invoicing errors.

•  Monitor inventory levels and assist in tracking inventory on hand; report on inventory status to support billing processes and sales operations.

Demonstrate exceptional customer service to address customer questions and concerns as they relate to invoicing and ensure a positive experience for our customers.

•  Ensure all billing practices align with company policies and relevant regulations; maintain thorough documentation for auditing purposes.

•  Collaborate with the finance department to support month-end and year-end financial reporting related to inventory billing.

•  Assist with process improvements by identifying opportunities to streamline billing procedures and contribute to developing best practices in sales operations.

•  Perform routine checks / audits of billing and inventory records to detect errors, discrepancies, or potential areas of concern.

•  When working remotely, perform regular and predictable work and perform work during scheduled and/or agreed upon times.

•  Complete all other duties as necessary or assigned.

Minimum Qualifications (Experience, Skills, and Education):

•  High school diploma or equivalent necessary. Higher education / degree helpful but not required.

•  One (1) year of similar experience preferred; may consider less experience if directly related to inventory billing.

•  Two (2) years of collections and/or accounts receivable experience needed.

•  Two (2) years of demonstrated experience utilizing professional accounting software such as Sage, SAP, Quickbooks, Microsoft Dynamics 365 (D365) background preferred.

•  Five (5) years of experience working with Microsoft Office with a strong proficiency in Excel.

•  Excellent interpersonal and communication skills; able to build and sustain positive relations quickly.

•  Strong organizational skills with the ability to meet routine deadlines.

•  Great time-management skills; able to prioritize tasks, be self-directed and self-motivated.

•  Good problem analysis and problem-solving skills.

•  Act with integrity and keep sensitive information secure.

•  Learn and practice MEI Values, Vision, Mission, and company culture.

•  Positive and professional demeanor and appearance; foster a customer service focused attitude.

Preferred Qualifications:

•  Possess a working understanding of general ledger structure, and basic financial categorization involving revenue, expenses, assets, liabilities, deferred revenue, etc.

•  Knowledge of Generally Accepted Accounting Principles (GAAP).

Physical Requirements and Working Conditions:

This position is a full-time (40 hours / week) permanent position that may be completed remotely or as a hybrid position. The Inventory Billing Specialist will frequently use a computer, keyboard / mouse, cellular or office telephone, and regular business office equipment with extended periods working in a seated position. Occasional standing or walking; lifting up to ten pounds may be necessary. Will occasionally walk on concrete or slick surfaces, or uneven terrain. Will be exposed to warehouse or non-temperature -controlled environments and may perform some work outdoors with exposure to inclement weather.

Additional Requirements:

Work with a Top-of-Mind Awareness for the safety of yourself and everyone at the job site. Must be able to work in a high functioning team environment. Display the highest levels of honesty, integrity, and professionalism. Take pride in your work and in the company. Communicate openly and strive for peak performance in daily tasks. Know and deliver the quality service MEI’s customers have come to expect.

Disclaimer: This job description is intended to summarize the type and level of work performed by an Inventory Billing Specialist and is not an exhaustive list of all duties, responsibilities, and/or requirements. MEI reserves the right to change or modify this job description or the essential duties of the job, as necessary.

MEI is an Equal Opportunity, M/F/Disabled/Vet Preferred Employer.