Invoicing Assistant
Invoicing Assistant
Posted on :
26-07-2025
Employer Active
1 Vacancy
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Job Description
Benefits:
- Dental insurance
- Health insurance
- Opportunity for advancement
- Training & development
Position Overview
ServiceMaster Restore Victoria is seeking a highly organized and detail-oriented Invoicing Assistant to support our administrative and billing operations. This role is essential in ensuring timely accurate and properly documented invoicing of all restoration assignments. The ideal candidate will collaborate closely with the Compliance Manager Project Managers (PMs) and the operations team to streamline processes track project financials and maintain strong communication with insurance partners and trades.
This is an excellent opportunity for someone who enjoys a structured workflow thrives on deadlines and takes pride in precision and follow-through.
Key Responsibilities
Weekly Schedule Overview
Monday Review & Planning
- Review new claims in XactAnalysis (XA)
- Identify invoice-ready projects and prepare billing drafts
- Respond to adjuster and reviewer inquiries
- Coordinate with PMs to gather missing invoicing documents
- Update invoicing and financial tracking dashboards
- Attend invoicing review meetings
Tuesday Team Collaboration & Billing Execution
- Support invoicing meetings with Compliance Manager and PMs
- Assist with estimate revisions and final invoice preparation
- Follow up on outstanding documentation with PMs and trades
- Track emergency work documentation and applicable charges
Wednesday Documentation & Estimating Support
- Review and finalize outstanding estimates for billing
- Ensure accuracy in job file documentation and cost recovery
- Maintain and reconcile invoicing and compliance logs
Thursday Management Updates & File Tracking
- Attend weekly management huddle
- Meet with PMs for project billing progress and updates
- Track work orders expenses and backup documentation
Friday Final Billing & Planning
- Distribute finalized invoice lists
- Submit invoices through XA or internal system
- Provide weekly updates on invoice status and outstanding items
- Assist in planning for the following weeks billing priorities
Recurring Tasks
Biweekly
- Reconcile job logs with XA entries
- Ensure all projects are ready for invoicing or closure
- Verify estimate alignment with approved scopes
Monthly
- Perform audits of invoiced files for accuracy and completeness
- Support revenue assurance processes
- Assist in reporting for finance and management
Annually
- Support year-end reconciliation and reporting
- Contribute to invoicing process improvements and system updates
- Assist with training and onboarding related to invoicing procedures
Requirements
- Previous experience in administration invoicing insurance billing or restoration is an asset
- Familiarity with XactAnalysis (XA) or similar claims platforms preferred
- Strong organizational and communication skills
- High attention to detail and accuracy in documentation
- Proficiency in Microsoft Office (Excel Outlook Word)
- Ability to manage multiple deadlines in a fast-paced environment
- Team player with a proactive and solution-focused mindset
What We Offer
- A supportive and team-oriented work environment
- Opportunities for professional development and advancement
- Comprehensive training in invoicing systems and industry standards
- Competitive salary and benefits package
Apply Today
If you are reliable detail-focused and enjoy working behind the scenes to ensure timely billing and smooth project closeouts wed love to hear from you.
Compensation: $23.00 per hour
By joining ServiceMaster Restore youll be part of an industry leading company that has been in Canada for more than 65 years with locations from coast to coast. Our talented network of employees share in a vision of restoring peace of mind and our culture is one of diversity where successful people work together to achieve common goals.
This franchise is independently owned and operated by a franchisee. Your application will go directly to the franchisee and all hiring decisions will be made by the management of this franchisee. All inquiries about employment at this franchisee should be made directly to the franchise location and not to The ServiceMaster Company LLC.
Employment Type
Full-Time
Key Skills
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