Invoicing Team Lead

Purpose of the Position

To maintain the accuracy and integrity of orders in the ERP system through accurate invoicing of ITE, BTE, Ear Molds, Accessories products and shipment details. To assist team trainer with training of new hires for both the Order Entry/ Invoicing Team and the Client Services Team as required. Provide backup support for Manager for Credit/Rebill requests.

Reports To: Manager, Order Entry, and Invoicing

Department: Order Entry and Invoicing

Work Location: Onsite - Kitchener, ON

This is a full-time, permanent role. 

Responsibilities

• Generate all invoicing documents ITE (In the Ear), BTE (Behind the Ear) hearing aid repair, remake, and service orders for billing.
• Monitor and invoice all incoming orders from Courier, Email, Deskpro, and Web

Orders.

• Input sales orders into the ERP system.
• Manager and monitor the BTE dispatch and the invoicing shelves to ensure we are maintaining or exceeding our TAT.
• Manager the Callbacks to ensure we are meeting or exceeding our TAT.
• Report to the Manager on any punctuality issues, absences, incidents, and other concerns in the team that needs to be addressed.
• Regularly interact with Production and with Client Services, Audiology and

Accounting regarding orders.

• Responsible for accurate documentation of ITE, BTE, Accessories and Ear Molds
• and consignment aids.
• Work closely with all brands in the order entry team in all activities such as accurate and efficient data entry, record keeping and general file maintenance.
• Assisting with order entry and invoicing of ITE, BTE, Ear Molds Accessories, and RTS for all brands when needed.
• Able to provide assistant and trouble shoot in most areas when there are questions that arise.
• Provide timely feedback to Manager – Data Entry/Invoicing, Customer service, Audiology support, or the Production Managers regarding order inquiries.
• Assist the Manager – Data Entry/Invoicing regarding workflow, team problems, issues, KPIs and training.
• Perform appropriate credits/rebills or credits when making corrections to

 invoicing error

• May perform special projects as required for the Manager – Data Entry and

 Invoicing

• Complete other general duties as requested by the Manager – Data Entry/Invoicing or Director of Operation.
• Meet and follow all Company and Departmental standards, policies and procedures regarding turnaround time, rushes, quality, and customer service.
• Adhere to all Human Resources policies and procedures.
• Conduct basic equipment maintenance as necessary.

Qualifications

• A high school diploma or equivalent is required.
• Minimum of 2+ years of data entry/invoicing experience.
• Excellent typing skills are necessary (Minimum of 40 WPM).
• Must be detail oriented and have a solid background in record keeping procedures and maintaining.
• organized documentation and/or filing systems.
• Knowledge of Microsoft Office programs (Word processing and spreadsheet applications).
• Fluent with a Windows operating computer program.

Details of the Position

Problem Solving/Judgement and Decision Making: 

Works on production assignments that are semi-repetitive and routine in nature. Issues that may arise on a regular basis will be deferred to the Manager, Order Entry, and Invoicing and/or the Director of Operations for resolution.

Supervision Received:

Primary reporting relationship is typically to the department Manager, Order Entry, and Invoicing. Assignments are performed under minimal direction.

Supervision Exercised: 

Supervise and provide guidance to all associates in Order Entry and Invoicing Department.

Internal and External Contacts: 

Routinely interacts with other team members in the Order Entry and Invoicing team, Operations team, and the Senior Director – Operations. Contacts are intermittent with non-management and management staff in Accounting and Client Services for routine assignments.

Health & Safety – Personal Protective Equipment:  

There is no current mandatory or recommended PPE for this position.