Invoice Coordinator - Earthmoving Sales Support

Wagner Equipment Co. offers challenging career opportunities, extensive training and employee development along with an opportunity to grow your career and thrive under Wagner’s reputation for excellence. We offer excellent benefits and supply you with the tools you need to maximize your potential and grow within Wagner.

Benefits include:

• Paid Time Off (PTO) Plan - Up to 96 hours of PTO in your first year + 8 company paid holidays.
• Medical, dental, and vision insurance
• Life and AD&D Insurance
• Retirement Plans - 401K and Roth 401K, eligible employees can receive a company contribution up to 7%.
• Tuition Reimbursement
• Employee Assistance Program (EAP)
• CEFCU- Citizens Equity First Credit Union - Employees have access to services including payroll deductions savings, accounts, loans, VISA card, and more.
• Additional Benefits include Unum Supplemental life Insurance, Aflac Critical Illness + Accidental Insurance, ID Watchdog and discounted employee phone plans.
• Hybrid Work Model – 3 days onsite, 2 days work from home after successful completion of 90 day probationary period.

Invoice Coordinator – Earthmoving Sales Support

Responsible for ensuring accurate, timely, and compliant invoicing for earthmoving equipment sales and related transactions. This role partners closely with Sales Representatives, Operations, and Finance to support the billing process to deliver an exceptional customer experience. This position plays a critical role in revenue accuracy, process efficiency, and operational support within the Earthmoving division in a manner that reflects the company’s vision of working as “One Professional Team.

Essential Functions:

Reasonable accommodation may be made to enable individuals with disabilities to perform these essential functions.

Invoicing & Transaction Processing

• Prepare and process all invoices for earthmoving equipment sales, rentals, leases, conversions, attachments, and related services.
• Review sales documentation to ensure completeness, accuracy, and compliance prior to invoicing.
• Ensure proper pricing, discounts, taxes, and fees are accurately applied.
• Support deal closing by ensuring timely and accurate invoice generation.

Compliance & Accuracy

• Maintain adherence to company policies, contract terms, and regulatory requirements.
• Verify supporting documentation including purchase orders, delivery confirmations, and financing details.
• Ensure proper coding and allocation for accounting and reporting purposes.

Cross-Functional Coordination

• Partner with Tax/Accounting to support revenue recognition and month-end close
• Work with Sales Order Coordinators to confirm all documentation for readiness to invoice is correct.
• Supports sales management via analysis on special projects as needed.

Reporting & Process Improvement

• Track invoicing metrics, including turnaround time and error rates.
• Identify process gaps and recommend improvements to enhance efficiency and accuracy.
• Assist with system updates, testing, and process documentation.
• Other duties as assigned by manager.

Qualifications: Required

• High school diploma or equivalent required; Associate’s degree preferred.
• 2+ years of experience in invoicing, billing, or sales support.
• 2+ years of administrative experience.
• Ability to manage multiple priorities in a deadline-driven environment.
• Strong attention to detail and accuracy.
• Advanced knowledge of Microsoft Outlook and Excel.

Preferred

• Experience in equipment sales, construction, or heavy equipment industry
• Familiarity with ERP systems (e.g., SAP, Oracle, or similar)
• Understanding of sales contracts, financing, or lease agreements

Key Competencies

• Attention to Detail: Ensures accuracy in all transactions.
• Collaboration: Works effectively across Sales, Operations, and Accounting.
• Problem Solving: Identifies issues and drives resolution quickly.
• Time Management: Handles high-volume workload with tight deadlines.

Physical Demands

• Standing, walking, talking, sitting, use of hands & hearing.
• Sedentary work that primarily involves sitting/standing but may require occasionally lifting and/or moving up to 25 pounds.

Work Environment:

• Noise: Quiet
• Indoor
• Office-based with frequent interaction across departments

Job Offers are contingent upon all required pre-employment screenings which may include but are not limited to background checks, drug/alcohol testing, fit for duty testing, and any other job-related tests/screenings.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently.

Wagner Equipment Co. is an EEO/AA/Veterans/Disabled employer.

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Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.