Specialist, Document control and Invoicing III

Job Description

Develop and implement document control procedures and guidelines to ensure the efficient creation, review, approval, distribution, and retention of documents within the organization.

Establish and maintain document control systems and databases to manage electronic and physical documents, including version control, access rights, and document tracking.

Coordinate with internal departments and external stakeholders to gather, organize, and categorize documents, including contracts, agreements, specifications, drawings, and reports.

Review documents for accuracy, completeness, and compliance with internal standards, regulatory requirements, and contractual obligations before distribution or approval.

Monitor document workflows and collaborate with project managers, engineers, and other stakeholders to expedite the review and approval process and meet project deadlines.

Maintain document repositories and archives, ensuring proper storage, indexing, and retrieval of documents for reference, audit, and compliance purposes.

Generate invoices for goods and services provided to clients or customers, ensuring accuracy in billing rates, quantities, discounts, and taxes, and adherence to contract terms.

Coordinate with finance and accounting teams to reconcile invoicing discrepancies, resolve billing disputes, and ensure timely payment processing and cash flow management.

Track invoice status, aging reports, and payment collections, and follow up with clients or customers on overdue invoices to expedite payment and maintain positive relationships.

Provide training and support to staff on document control procedures, software tools, and invoicing systems, and promote best practices for document management and billing processes.

Minimum Qualifications

Minimum Qualifications, Experience and Competencies:

Bachelor's degree in business administration, finance, accounting, or related field; certification in document management or invoicing software/tools preferred.

Minimum Experience

Minimum of 3-5 years of experience in document control, records management, or billing/invoicing roles, preferably in a corporate or project-based environment.

Skills

Excellent attention to detail and organizational skills, with the ability to prioritize tasks, manage multiple projects simultaneously, and meet deadlines in a fast-paced environment.

Analytical and problem-solving skills, with the ability to identify inefficiencies in document control and invoicing processes and implement process improvements.

Effective communication and interpersonal skills, with the ability to collaborate with cross-functional teams, interact with clients or customers, and resolve issues diplomatically.

Proficiency in Microsoft Office applications (e.g., Word, Excel, Outlook) and experience with data analysis, reporting, and presentation tools.