Order Entry & Invoicing Specialist

About the role

Our client is seeking a detail-oriented and highly organized Order Entry & Invoicing Specialist to support our operations team. This role is responsible for accurately processing customer orders, tracking them through fulfillment, coordinating shipments, and generating invoices within QuickBooks. The successful professional will thrive in a fast-paced industrial environment where accuracy and timeliness are paramount. They will take ownership of end to end transactional integrity while communicating effectively across internal departments and external partners. This position plays a critical part in ensuring customer satisfaction through reliable order fulfillment and transparent billing. The role requires a proactive mindset to resolve discrepancies and support broader accounts receivable functions. Daily work will directly impact cash flow and operational efficiency for our client.

Key facts

What you'll do

Enter customer orders into internal systems with a high degree of accuracy while cross verifying documentation.

Track orders from entry through completion, ensuring all milestones are met and exceptions are escalated appropriately.

Coordinate and schedule shipments with internal teams and third-party carriers to optimize logistics.

Communicate shipment status and delivery timelines to internal stakeholders and customers on a regular basis.

Generate and enter invoices into QuickBooks in a timely and accurate manner following established billing procedures.

Verify pricing, quantities, and terms against proposals, purchase orders, and contracts to prevent errors.

Coordinate with sales, engineering, and operations to ensure correct order details are captured and processed.

Maintain organized records of orders, invoices, shipment documentation, and customer files for audit and reference.

Assist with customer inquiries related to order status, billing, and deliveries to resolve issues quickly.

Support accounts receivable efforts, including monitoring and follow up on outstanding invoices to reduce days sales outstanding.

Assist with month end closing activities and reporting as needed to provide accurate financial data.

Identify and resolve discrepancies in orders, shipments, or invoices promptly to maintain service levels.

Perform data quality checks and reconcile transactional records to ensure consistency across systems.

Collaborate with logistics partners to confirm freight costs, routing, and delivery confirmations as required.

Must have

2+ years of experience in order entry, invoicing, or accounting support in a similar operational setting.

Proficiency in QuickBooks is required to manage accounts receivable and invoice processing tasks.

Strong attention to detail and accuracy to handle high volumes of transactions without errors.

Experience working in an industrial, manufacturing, or distribution environment is preferred for context.

Ability to read and understand purchase orders, quotes, and basic technical documentation without constant supervision.

Strong organizational and time management skills to prioritize tasks and meet strict deadlines.

Excellent communication skills, both written and verbal, to interact with internal teams and external customers.

Proficient in Microsoft Office applications such as Excel, Outlook, and Word for daily reporting and correspondence.

Nice to have

Experience with engineered-to-order or project based businesses where order configurations are complex.

Familiarity with ERP or job tracking systems that integrate with order and billing processes.

Exposure to pump systems, cooling systems, or industrial equipment is considered a plus for domain understanding.

Practical notes

The position is remote and operates within the LATAM region, allowing flexibility within the specified working hours.

Working hours are fixed from Mondays to Fridays, 8:00am to 5:00pm EST to align with overlapping business coverage.

No business travel is required for this role, and candidates based in Brazil are strongly encouraged to apply.

Candidates must be available during core business hours to coordinate with teams in overlapping time zones.

This is a full time engagement with consistent monthly compensation based on experience within the stated range.

The selection process will focus on demonstrated accuracy, process adherence, and professional communication.