Order Entry & Invoicing Specialist (Quickbooks)

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 ideal candidate thrives in a fast-paced industrial environment, communicates effectively across departments, and takes ownership of accuracy and timeliness in all transactions.

Key Responsibilities

• Enter customer orders into internal systems with a high degree of accuracy
• Track orders from entry through completion, ensuring all milestones are met
• Coordinate and schedule shipments with internal teams and third-party carriers
• Communicate shipment status and delivery timelines to internal stakeholders and customers
• Generate and enter invoices into QuickBooks in a timely and accurate manner
• Verify pricing, quantities, and terms against proposals, purchase orders, and contracts
• Coordinate with sales, engineering, and operations to ensure correct order details
• Maintain organized records of orders, invoices, shipment documentation, and customer files
• Assist with customer inquiries related to order status, billing, and deliveries
• Support accounts receivable efforts, including monitoring and follow-up on outstanding invoices
• Assist with month-end closing activities and reporting as needed
• Identify and resolve discrepancies in orders, shipments, or invoices promptly

Required Qualifications

Must have

• 2+ years of experience in order entry, invoicing, or accounting support
• Proficiency in QuickBooks (required)
• Strong attention to detail and accuracy
• Experience working in an industrial, manufacturing, or distribution environment preferred
• Ability to read and understand purchase orders, quotes, and basic technical documentation
• Strong organizational and time management skills
• Excellent communication skills (written and verbal)
• Proficient in Microsoft Office (Excel, Outlook, Word)

Nice to have

• Experience with engineered-to-order or project-based businesses
• Familiarity with ERP or job tracking systems
• Exposure to pump systems, cooling systems, or industrial equipment (a plus)