Position Summary
We are seeking a detail-oriented coordinator to support manufacturing operations by managing sales orders, production manifests, proforma invoices, final invoicing, reconciliations, and collections. This role works closely with Project Managers (PMs), Production, Shipping, and Accounting to ensure accurate documentation, timely billing, and consistent cash flow. A strong team attitude, time management, good attendance and clear communication are essential.
Key Responsibilities
Sales Orders, Manifests & Production Support
- Create and maintain accurate sales orders tied to Performa and sales orders
- Prepare delivery manifests aligned with approved quotes and PM instructions
- Coordinate with PMs and Production to confirm job status, quantities, and readiness for shipment
- Track partial builds, back orders, and job completions
Proforma, Invoicing & Project Reconciliations
- Prepare proforma invoices when required for production or shipment approval
- Generate customer invoices based on completed production milestones and shipments
- Reconcile sales orders, production records, packing slips, and invoices
- Verify pricing, labor, materials, freight, and applicable taxes
- Identify and resolve discrepancies prior to invoicing
Shipping & Logistics Coordination
- Work closely with the Shipping Department to confirm shipments, partial shipments, and delivery documentation
- Ensure bills of lading, packing slips, and shipping confirmations match sales orders and invoices
- Coordinate invoicing for partial and split shipments
Collections & Accounts Receivable
- Monitor accounts receivable and aging related to manufacturing jobs
- Follow up on unpaid invoices in a professional, relationship-focused manner
- Reconcile customer payments, credits, and adjustments
- Communicate with customers and internal teams to resolve billing or payment issues
PM & Cross Department Collaboration
- Partner with PMs to support accurate job billing and cash flow
- Maintain a cooperative, solutions-oriented approach with Production, Shipping, and Accounting
- Provide updates on billing status, reconciliations, and collections
Administrative & Accounting Support
- Maintain organized records for sales orders, manifests, invoices, and reconciliations
- Assist Accounting with month-end close and audit documentation related to manufacturing jobs
Education & Experience
Required
- High school diploma or GED
Preferred
- 2+ years’ experience in:
- Manufacturing billing or sales order processing
- Invoicing and reconciliations
- Accounts receivable or collections
- Experience working with:
- Manufacturing or production environments
- Shipping and logistics teams
- ERP experience (QuickBooks, Acumatica, NetSuite, Sage, or similar)
College degree not required — hands-on manufacturing and billing experience is preferred.
Personal Attributes
- Positive, professional, and team-focused attitude
- Highly organized with strong attention to detail
- Comfortable managing multiple jobs and partial shipments
- Effective communicator with PMs, Production, Shipping, and customers
Pay: $64,298.07 - $70,325.00 per year
Benefits:
- Paid sick time
- Paid time off
Ability to Commute:
- Los Angeles, CA 90058 (Preferred)
Work Location: In person
