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.