Job Description: Office Invoicing Lead & Inside Sales Support
Reports To: Office Manager
Position Summary
The Office Invoicing Lead & Inside Sales Support role is responsible for ensuring accurate and timely invoicing, shop data package collection, maintaining customer records, supporting the sales team with quotations and order processing. This position requires strong organizational skills, attention to detail, and the ability to communicate effectively with customers and internal departments.
Key Responsibilities
Invoicing & Administrative Duties
- Prepare, process, and issue customer invoices accurately and on time.
- Verify sales orders, shipping documents, and purchase orders before invoicing.
- Maintain invoicing records and filing systems, both electronic and physical.
- Assist with accounts receivable activities, including payment tracking and customer follow-up.
- Reconcile invoice discrepancies and coordinate corrections with customers and internal teams.
- Support general office administration, including document management and data entry.
- collecting shop work packs and organizing utilized materials
Inside Sales Support
- Assist the sales team with preparing quotations, proposals, and sales documentation.
- Process customer orders and ensure accurate entry into the ERP/accounting system.
- Coordinate with production, warehouse, and logistics teams to ensure timely order fulfillment.
- Maintain customer account information and sales records.
- Support sales initiatives, promotions, and customer outreach activities.
Customer Service
- support the Sales Team for customer inquiries related to orders, invoices, and account information.
- support resolving customer concerns
- Build and maintain positive customer relationships through responsive and courteous communication.
Qualifications
- High school diploma required; post-secondary education in Business Administration, Accounting, or a related field is an asset.
- preferred - 1+ years of experience in invoicing, office administration, customer service, or inside sales support.
- Experience with ERP, accounting, or CRM software.
- Strong proficiency in Microsoft Office, particularly Excel, Outlook, and Word.
- Excellent verbal and written communication skills.
- Strong organizational skills with exceptional attention to detail.
- Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.
Preferred Skills
- Knowledge of inventory management and order processing.
- Understanding of basic accounting principles.
- Experience in manufacturing, industrial, or distribution environments is an asset.
- Ability to work independently and collaboratively within a team.
- experience or training with drafting/ modelling software a desired skill
Key Performance Indicators (KPIs)
- Invoice accuracy and processing timeliness.
- Customer response and resolution times.
- Order entry accuracy.
- Accounts receivable support effectiveness.
- Customer satisfaction and service quality.
Working Conditions
- Full-time office-based position.
- Standard business hours with occasional overtime during month-end or peak periods.
- Frequent interaction with customers, suppliers, and internal departments.
Compensation
- Competitive salary based on experience.
- Benefits package.
- Paid vacation and company holidays.
- Opportunities for professional development and growth.
