Billing and Quality Assurance Coordinator

We're looking for a detail-oriented and organized Billing & Quality Control Specialist to join our team!

This position combines customer billing responsibilities with quality control documentation and administrative support. You'll play an important role in ensuring accurate and timely invoicing, maintaining quality records, and supporting the processes that keep our operations running smoothly.

The ideal candidate enjoys working with details, solving problems, staying organized, and collaborating with multiple teams.

What You'll Do

Billing & Customer Support

• Review sales orders, shipping documents, pricing, tax information, and customer requirements to ensure accurate billing.
• Prepare, process, and submit customer invoices, including documentation through customer billing portals.
• Research and resolve billing discrepancies, missing paperwork, and shipment-related questions.
• Partner with Sales, Distribution, and other internal teams to ensure billing accuracy and timely resolution of issues.
• Maintain organized billing records, invoices, and supporting documentation.
• Process and verify ERP transactions related to customer orders, invoicing, inventory, and billing activities.
• Provide invoice copies, proof of delivery, and other billing-related documentation as needed.

Quality Control & Documentation

• Maintain accurate quality records, certifications, and supporting documentation.
• Assist with maintaining the company's Quality Management System (QMS), including keeping the Quality Control Manual, procedures, and forms current.
• Document and track nonconforming material using established procedures.
• Provide Material Test Reports (MTRs), certifications, and other required quality documents to customers.
• Coordinate with vendors, Distribution, and Sales to obtain missing records or resolve documentation issues.
• Assist with customer quality surveys, compliance forms, and documentation requests.
• Support improvements to billing accuracy and quality documentation processes.

What We're Looking For

• Experience in billing, invoicing, accounts receivable support, quality documentation, or a related administrative role.
• Strong attention to detail and ability to manage multiple priorities.
• Experience with ERP systems and Microsoft Office, particularly Excel.
• Familiarity with quality documentation, Material Test Reports, or Quality Management Systems is a plus.
• Strong organizational, communication, and problem-solving skills.
• Ability to work collaboratively with Sales, Distribution, Finance, and other internal teams.
• Experience in industrial distribution, manufacturing, or a related industry is preferred.