Invoicing Clerk

Invoicing Clerk – Superior Cleaning Services USA

💰 Pay: $25/hour (flexible)
🕒 Schedule: 8 AM - 5 PM, 7 AM - 4 PM, or 9 AM - 6 PM (Flexible but must work 40 hours/week)
📍 Location: In-office (Potential for hybrid after proving reliability, NOT a remote position)
📆 Benefits:
✔ 12 paid holidays, including extra days around Christmas/New Year’s and summer 4-day weekends
✔ PTO
✔ 401K with 3% match
✔ 70% employer-covered health insurance (dental available, no vision)
✔ Reports to Controller (Bryan)
✔ Required: 4-panel drug test & background check (excludes marijuana)

Why We're Hiring

We need additional support to stay on top of invoicing. Delays have caused backlogs of 200 days, impacting cash flow. This is a permanent hire, not temp. The right candidate will help streamline invoicing, keep payments on track, and improve overall efficiency.

Who We Need

✅ Construction AP experience is a BIG plus – Invoicing in construction requires jumping through hoops. Prior experience helps speed up payment releases.
✅ Strong invoicing experience required – Monthly invoicing of 85-120 invoices, many requiring extensive paperwork (pay apps, change orders, notarizations).
✅ Detail-oriented & organized – Works with 12 general contractors; each invoice is unique. Must track details, meet deadlines, and communicate effectively.
✅ Decisive & proactive – Must ask questions, verify details, and make informed decisions even with incomplete information.
✅ Thick skin & strong communicator – Must be comfortable working in a fast-paced construction environment.

Key Responsibilities

🔹 Invoice Processing & Accounts Receivable (AR)
• Generate and submit invoices on time (Aspire software).
• Track invoice approvals and payments in Textura/Procore.
• Ensure accurate documentation, including work tickets and required compliance paperwork.
• Issue and track waivers (Conditional, Unconditional, Final).

🔹 Financial & Compliance Management
• Verify purchase receipts (PRs) before approval.
• Work closely with the team to update processes and improve efficiency.
• Maintain COIs (Certificates of Insurance) and compliance documentation.
• Ensure pay applications meet deadlines and all supporting documents are submitted.

🔹 Collaboration & Workflow
• Team structure:

• In-office: 4-person team
• Field: 4 people
• Remote support: 2 people
  • Attend weekly/monthly meetings (AR, invoicing status, construction team updates).
  • Work closely with the Operations Manager & Controller to resolve invoicing issues.
  • Help refine processes as the company updates systems and improves workflows.

Structured Invoicing & Pay App Workflow

📅 Weekly
✔ Monday: Invoice completed projects, verify work tickets, process in Aspire.
✔ Tuesday: Compile contracted work data and document billable work.
✔ Wednesday: Finalize invoices and ensure work ticket accuracy.
✔ Thursday & Friday: Process Change Orders (COs), obtain approvals, and communicate with General Contractors.

📆 Monthly
✔ 1st-10th: Identify jobs requiring pay app submissions.
✔ 10th-13th: Ensure all COs are approved and included in pay apps; prep for 15th submission.
✔ 16th-23rd: Prepare pay apps for 20th and 25th submissions.
✔ 23rd-31st: Send final waivers, update compliance documents, and verify project closeouts.

Why You'll Love This Job

• Small, supportive team focused on getting the job done right.
• Flexible when life happens (i.e., taking a sick kid to the doctor and making up hours).
• Opportunity to streamline invoicing & improve processes.
• Chance to prove yourself and earn a hybrid work option.

If you're detail-oriented, proactive, and experienced in invoicing—especially in construction AP—we want to hear from you!