Job #
Job Title
Order Entry and Billing Manager
Department
Finance
Location
Fullerton, CA, USA
Job Type
Shift
Job Description / Details
Summary
Pay Scale: $70,000 to $90,000
THE JOB/THE GIST
The Order Entry and Billing Manager is responsible for overseeing the accurate and timely input of sales orders and the completion of billing processes, managing the order entry and billing team, and ensuring compliance with company policies and procedures. This role includes managing the daily operations of both the Equipment Order Entry and Billing departments, training and mentoring team members, and collaborating with other departments to ensure customer satisfaction and efficient workflow. The Order Entry and Billing Manager plays a critical role in maintaining the accuracy of order processing, billing, and contributing to the overall efficiency of the company’s fulfillment process.
WHO YOU ARE
You are a self-starter, a driven individual looking to provide world-class service to your clients, colleagues, and community. You are a person of integrity who strives to cultivate an open and accepting work environment where growth, accountability, and quality are valued.
WHO WE ARE
In 1971 we opened doors in Chelmsford, MA before moving headquarters to Southern California. From our inception we’ve been committed to innovation and world-class service, building off our company values of Quality, Teamwork, Respect, Honesty, Integrity, and Responsibility. Now an employee-owned company, NAVCO is one of the largest security integrators in the country, with security experts who are personally invested and dedicated to creating a safer and more financially secure environment for all.
COMPANY BENEFITS AND PERKS
• ESOP-Employee Stock Ownership Program
• 401 K Retirement Plan
• HSA/PPO health plans, dental, vision, and supplemental life insurance
• Annual Profit-Sharing Bonus
• Paid Sick & Mental Health Leave: 5 days (annually)
• Vacation Days based on years of service
o 1 year to end of 4 years: 8 days
o 5+ years: 13 days
• Recognition and Rewards program- WorkTango
• Social Responsibility Day (1 paid workday annually to volunteer in your community)
• 9 paid holidays
• Personal Floating Holiday (8 hours annually)
• Magellan Employee Assistance Program
HOURS: 7:00 am to 3:30 pm (or as established by Manager)
Essential Duties & Responsibilities
Management Duties:
• Lead and uphold high-quality standards within the team by promoting best practices and ensuring alignment with the organization's mission, vision, values, and culture.
• Strategize and assess opportunities for application and process improvement, preparing and sharing documentation with team members and leadership.
• Provide strategic direction and training to the Order Entry/Billing team, ensuring all team members are equipped with up-to-date training materials and knowledge.
• Oversee special projects and manage team assignments, including the management of Order entry, Billing, and Portal Smartsheet documents.
• Serve as a notary for relevant business documents as required. (Acquire Notary if applicable)
• Directly manage the Order Entry and Billing Department, regularly meeting with the team to communicate expectations, address and resolve issues, and ensure smooth operations.
• Conduct employee evaluations and collaborate with the Director of Administrative Services on recruitment, performance reviews, and approving merit increases.
• Implement and monitor KPI reporting, approve timesheets, and employee performance as necessary.
• Meet weekly with direct reports to communicate expectations, resolve issues, and ensure smooth operations.
• Escalate operational or procedural challenges to upper management when necessary.
• Problem solving and assisting in billing research and customer service to resolve issues effectively.
• Meets with Director of Administrative Services regularly to communicate and resolve any issues.
• Reporting: Weekly Booking Report, Weekly KPIs, Monthly KPIs, Weekly Waiting on Sales and Operations and other reports as necessary.
• Provide testing support for new software and software upgrades
ORDER ENTRY:
• Verifies the accuracy of orders submitted by sales team and enters complete and accurate orders into Field Services per the “Orders Approval and Acceptance Process for NAVCO”.
• Verify correct importation of orders from Field Services to GP and resolve any related issues, such as import errors.
• Ensure all order costs are accurately recorded in Field Services.
• Manage the attachment of necessary documents to work orders and maintain customer address databases in both Field Services and GP.
• Facilitate the creation and receipt of purchase orders for operations as necessary
• Maintain the Orders email inbox to ensure all inquiries and requests are handled efficiently.
REVISIONS:
• Oversee the verification and timely processing of revisions submitted by the operations team, ensuring they adhere to the "Order Approval and Acceptance Process for NAVCO."
• Oversee the management of revision requests, ensuring all revisions are properly documented, approved, and accurately recorded in Field Services.
• Ensure accurate calculation of acceptable variances, recording of all costs related to change orders, and collaborate with Shipping and Purchasing to confirm item statuses.
• Utilize tools such as the GP Calculator to recalculate gross profit and sales commission as needed.
• Maintain both the Revisions and Revisions Requests email inboxes to ensure all inquiries and requests are handled efficiently.
BILLING:
• Oversee the review and audit of completed work orders in Field Services to ensure compliance with documentation and audit policy requirements.
• Manage the generation of invoices and the overall billing process, including marking work orders as closed in Field Services within two business days, allocating and fulfilling inventory in GP, and handling billing exceptions, submitting invoices and special billing requests.
• Manage weekly billing reconciliations, processing of credits (e.g., installation orders, service), and manage Customer Deposit and Other AR reconciliations.
• Manage specialized billing tasks such as AIA forms, waivers, and partial billing.
• Support the collections team with inquiries and complex revisions.
CUSTOMER SERVICE:
• Provide daily professional support to Operations, Sales teams and customers.
• Address all invoice and billing inquiries in a timely and efficient manner.
Other duties may be assigned to meet business needs. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
SUPERVISORY RESPONSIBILITIES
The Order Entry/ Billing Team will report directly to the Order Entry and Billing Manager. The Manager will be responsible for completing employee reviews, coaching employees, training new employees and hiring of new employees.
Requirements
QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE:
Bachelor’s degree (B.A.) or equivalent from four-year College or technical school preferred; or four to five years related experience and/or training; or equivalent combination of education and experience. Management or Supervisory experience is highly desired. Netsuite experience is desired. Must be detail-oriented and have hands-on working knowledge of Excel Spreadsheets and Word documents.
LANGUAGE SKILLS
Must have the ability to read and interpret instructions, correspondence, and operating
procedures. Be able to write routine reports, correspondence, and ability to effectively present information and speak to customers or employees of organization. Excellent phone etiquette and verbal communication skills required.
MATHEMATICAL SKILLS
Must have ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio and percent and to perform these operations using units of American money and weight measurement, volume, and distance.
REASONING ABILITY
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Professional appearance and business casual attire for this position. While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts. The noise level in the work environment is usually moderate.
AAP/EEO STATEMENT
NAVCO provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, NAVCO complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. NAVCO expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of NAVCO’s employees to perform their job duties may result in discipline up to and including discharge.
