Billing & Scheduling Specialist

Position Overview

We are looking for a detail-oriented and reliable team member to support our production scheduling and billing processes.

This is a hybrid role that combines entering and maintaining orders on our production schedule with billing responsibilities such as estimates, price corrections, and invoicing.

This position does not manage production, but plays an important role in making sure orders are entered accurately, timelines are maintained, and billing is completed promptly.

We’re looking for someone who is comfortable working with systems, numbers, and processes, and who takes pride in being accurate and organized.

Scheduling & Order Entry

(Approximately 20–30% of Role)

• Enter new orders into the production schedule daily
• Ensure orders are scheduled correctly based on production turnaround times
• Maintain and update the schedule to reflect accurate timelines
• Acknowledge receipt of orders with clients via email
• Identify and flag missing information or discrepancies when entering orders
• Maintain clean and organized order records

Billing, Estimates & Invoicing

(Approximately 70–80% of Role)

Estimates & Pricing Support

• Review orders for pricing accuracy and send price corrections as needed
• Enter estimates into QuickBooks based on provided pricing
• Ensure consistency between order details, estimates, and final billing

Invoicing

• Generate and send invoices promptly as orders are completed
• Ensure all completed orders are invoiced accurately and on time
• Maintain organized and up-to-date billing records

Accuracy & Process Support

• Cross-check order details between scheduling and billing
• Catch and flag discrepancies before they become issues
• Help maintain accurate and reliable data across systems

Qualifications & Skills

• Comfortable using computers, email, and business software daily
• Experience with Google Sheets, Excel, or similar platforms required
• Strong attention to detail, especially with numbers and data
• Organized and able to manage multiple tasks in a fast-paced environment
• Clear and professional written communication (for client emails)
• Ability to learn QuickBooks and internal systems
• Problem-solving mindset and willingness to ask questions when needed
• Prior admin, billing, or office experience is a plus but not required

Work Environment & Schedule

• Full time – approximately 40 hours per week
• Overtime available and encouraged when needed
• In-office position

Compensation & Growth

Starting Pay: $17.50 to $18.50 per hour, based on experience

• Opportunity for pay increases based on performance
• Room to grow as responsibilities expand
• Opportunity to develop into a larger role within admin, billing, or operations

We are a wholesale embroidery production company serving promotional product distributors and apparel brands nationwide. We focus on quality, communication, and building long-term relationships with both our clients and our team.

We take pride in our work and in creating a team environment where people can grow and feel supported. If you are organized, detail-oriented, and comfortable working with systems and numbers, we’d love to hear from you!

Pay: $17.50 - $18.50 per hour

Benefits:

• 401(k)
• 401(k) matching
• Paid time off

Work Location: In person