Billing/Purchasing Coordinator at Confidential in Rochester, NY

Position Overview

The Billing/Purchasing Coordinator reports to the Commercial Administration Supervisor and supports the Commercial department with billing, purchasing, order management, and administrative functions, ensuring accurate records, timely processing, and effective communication across departments.

Billing & Purchasing Functions

· Process, enter, and maintain sales orders and customer invoicing records.

· Perform monthly AIA billing and assist with related billing documentation and requirements.

· Provide purchase order support, including creating purchase orders and assisting with the review and approval of purchasing documentation.

• Monitor and organize open orders, track order status, and support the order-to-billing process.

· Identify discrepancies, missing information, or potential issues that may affect order processing, purchasing, or billing, and coordinate with the appropriate team members to resolve them.

· Maintain accurate customer account information and ensure records are updated as needed.

· Assist Project Managers and Estimators with administrative, order entry, purchasing, and billing-related needs.

• Maintain FSC certification requirements and train others as needed.

· Perform additional duties as assigned.

Customer Service Functions

· Respond professionally to customers, vendors, and internal inquiries.

· Maintain organized records, filing systems, and departmental documentation.

· Provide administrative support to Project Managers, Estimators, and other team members as needed.

Requirements

· Strong organizational, communication, and problem-solving skills with exceptional attention to detail.

· Proficiency in Microsoft Office, particularly Excel; ERP or CRM experience is a plus

· High School diploma and 2-5 years of relevant administrative, billing, purchasing, or customer service experience preferred.

· Ability to manage multiple priorities, meet deadlines, and work independently and collaboratively.

Skills & Abilities

· Strong teamwork and collaboration skills.

· Dependable, punctual, and maintains a consistent attendance record.

Physical Requirements & Work Environment

· Standard office environment requires regular computer use, data entry, and document review.

Job Type: Full-time

Pay: $19.00 - $25.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person