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Invoicing/Billing Resolution Specialist

Date: Sep 28, 2021

Location: Mission Viejo, CA, US

Company: James Hardie

The Invoicing/Billing Resolution Specialist is responsible for ensuring that all shipping and invoicing errors are resolved by issuing credits or invoices as needed, for providing support to the sales team by processing promotional credits to customer accounts and obtaining proof of delivery documentation from freight carriers.  The incumbent demonstrates the ability to work as a team to achieve expected results while providing excellent customer service.  The Credit Analyst reports directly to the Credit Supervisor. 

Position Responsibilities

Prepare invoices and credits for miss-shipments by:

  • Work closely with the plant cost accountants and controllers to notify them of all inventory movements caused by invoiced or credits processed to resolve shipping and/or invoicing issues;
  • Process confirmation errors from the plants as needed and ensure that the customer is invoiced or credited correctly for product that was mis-shipped, based on a confirmation error from the plant or from proof of delivery from a carrier;
  • Process credits for product returned back to the plants by obtaining a completed return form from the plant manager within 24 hours of the product returning to the plant;
  • Process credits to the customer based on the completed return form, ensure all applicable charges are included; i.e. restock, handling, and/or freight charges;
  • Work closely with the customer service department to ensure that all forms are completed properly and that inventory is corrected as soon as possible;
  • Process transfers and diversions when product is delivered to a location other than the original invoiced location and obtain proof of delivery and a completed form for all transfers from the transportation coordinator;
  • Credit and re-bill customers based on the transfer or diversion forms, bearing in mind that the customer could have incurred freight charges or other costs;
  • Prepare credits and/or invoices to correct customer billing documents and errors as needed. Invoicing errors could consist of an incorrect bill to address on an invoice, incorrect product or quantities shipped.  The incumbent will research and confirm invoicing errors and request proof of delivery of the shipment;
  • Process any freight claims and credits to customers when product is damaged by a carrier and when a valid proof of delivery could not be provided from the carrier; and
  • Work closely with the transportation team to ensure they receive the proper papers to file a freight claim.



The position responsibilities outlined above are in no way to be construed as all encompassing.  Other duties, responsibilities, and qualifications may be required and/or assigned as necessary.

Position Requirements

  • Associate’s degree and/or equivalent work experience.
  • Intermediate to Advanced level Excel skills
  • Two or more years experience working with accounting transactions.
  • Ability to read shipping documents (preferred).
  • Experience with inventory control (preferred).
  • Experience in ERP systems software (SAP preferred).
  • Demonstrated knowledge of a shipping process and procedures.
  • Demonstrated knowledge of basic accounting functions.
  • Excellent ability to maintain confidentiality. 
  • Superior interpersonal and written/oral communication skills with the ability to relate well and cooperate with others to effectively coordinate activities and accomplish goals.
  • Demonstrated ability to act independently upon information and make decisions that achieve optimal results.
  • Demonstrated ability to effectively take action to solve problems while exhibiting sound judgment and successful stress tolerance.
  • Ability to handle stress and perform under pressure in meeting deadlines.
  • Demonstrated ability to apply attention to detail when researching discrepancies.
  • Demonstrated ability to identify and understand issues and resolve customer inquiries and develop appropriate solutions quickly and effectively.
  • Willingness to work as part of a team and contribute to the success of the group.
  • Willingness and ability to accept and take on more projects and responsibility as requested.
  • Ability to prioritize and organize assignments as necessary.
  • Excellent file maintenance and organizational skills.
  • Ability to operate a variety of office equipment; including copy, facsimile, and printing machines.
  • Demonstrated intermediate skills with the standard features of various personal computer word processing and spreadsheet software (Microsoft Word and Excel, PowerPoint, Outlook, Internet, and other proprietary software).