Order Entry & Invoicing Specialist

This position is listed on behalf of a partner company, who manages all applications and next steps. Our partner is looking for an Order Entry & Invoicing Specialist based in Brazil.

This is a detail-focused operations role responsible for ensuring customer orders move smoothly from entry through fulfillment, shipment, and invoicing.
You will play a key part in maintaining accurate order information, coordinating deliveries, and keeping billing activities on schedule.
The role requires close collaboration with sales, engineering, operations, customers, and third-party carriers.
You will use QuickBooks to prepare accurate invoices while validating pricing, quantities, purchase orders, and commercial terms.
Your attention to detail will help prevent discrepancies and ensure reliable financial and operational records.
You will also contribute to accounts receivable activities, month-end processes, and customer support in a fast-paced industrial environment.
This is a fully remote opportunity suited to an organized professional who takes ownership and communicates effectively across teams.

Accountabilities:

• Accurately enter customer orders into internal systems and ensure all required information is complete and correct.
• Track orders from initial entry through fulfillment and completion, monitoring milestones and addressing delays or issues.
• Coordinate and schedule shipments with internal operations teams and third-party carriers.
• Communicate shipment status, delivery timelines, and relevant updates to customers and internal stakeholders.
• Generate and enter customer invoices into QuickBooks accurately and within required timelines.
• Verify pricing, quantities, payment terms, and other order details against proposals, purchase orders, contracts, and supporting documentation.
• Collaborate with sales, engineering, and operations teams to validate order information and resolve discrepancies.
• Maintain well-organized records of customer orders, invoices, shipment documentation, and customer files.
• Respond to customer inquiries relating to order status, billing, shipments, and deliveries.
• Support accounts receivable activities, including monitoring outstanding invoices and assisting with follow-up when required.
• Assist with month-end closing activities, reconciliations, and operational or financial reporting.
• Identify and resolve discrepancies involving orders, shipments, pricing, or invoices promptly.
• Help improve order processing and invoicing workflows by identifying opportunities for greater accuracy and efficiency.

Requirements:

• At least 2 years of experience in order entry, invoicing, accounting support, order administration, or a related operational role.
• Proficiency in QuickBooks is required.
• Strong attention to detail with a consistent focus on accuracy and data quality.
• Experience working in an industrial, manufacturing, distribution, or similarly operational environment is preferred.
• Ability to read and understand purchase orders, quotations, contracts, and basic technical documentation.
• Strong organizational and time-management skills, with the ability to manage multiple orders and priorities simultaneously.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office, particularly Excel, Outlook, and Word.
• Ability to collaborate effectively with sales, engineering, operations, customers, and external service providers.
• Strong problem-solving skills and the ability to identify and resolve discrepancies independently.
• Comfortable working in a fast-paced environment while maintaining accuracy and meeting deadlines.
• Experience with engineered-to-order or project-based businesses is an advantage.
• Familiarity with ERP, order-management, or job-tracking systems is a plus.
• Exposure to industrial equipment, including pump or cooling systems, is beneficial.
• Ability to work remotely while maintaining reliable communication and ownership of assigned processes.
• Availability to work Monday through Friday, 8:00 AM–5:00 PM EST.

Benefits:

• Fully remote position open to professionals based in Latin America.
• Full-time schedule, Monday through Friday, aligned with 8:00 AM–5:00 PM EST.
• Monthly compensation of approximately USD 1,500–2,000, depending on experience.
• Opportunity to work closely with sales, engineering, operations, customers, and finance-related functions.
• Exposure to order management, logistics coordination, invoicing, accounts receivable, and month-end processes.
• Opportunity to develop expertise in QuickBooks and operational financial processes.
• Fast-paced working environment with meaningful responsibility for transaction accuracy and customer service.
• Opportunity to contribute to process improvements and operational efficiency.
• Remote work environment offering flexibility and independence.

How Jobgether works: We use an AI-powered matching process to ensure your application is reviewed quickly, objectively, and fairly against the role's core requirements. Our system identifies the top-fitting candidates, and this shortlist is then shared directly with the hiring company. The final decision and next steps (interviews, assessments) are managed by their internal team. We appreciate your interest and wish you the best!  Why Apply Through Jobgether?    Data Privacy Notice: By submitting your application, you acknowledge that Jobgether will process your personal data to evaluate your candidacy and share relevant information with the hiring employer. This processing is based on legitimate interest and pre-contractual measures under applicable data protection laws (including GDPR). You may exercise your rights (access, rectification, erasure, objection) at any time.     #LI-CL1