Benefits:
Dental insurance
Health insurance
Opportunity for advancement
Training & development
Position Overview
ServiceMaster Restore Victoria is seeking a highly organized and detail-oriented Invoicing Assistant to support our administrative and billing operations. This role is essential in ensuring timely, accurate, and properly documented invoicing of all restoration assignments. The ideal candidate will collaborate closely with the Compliance Manager, Project Managers (PMs), and the operations team to streamline processes, track project financials, and maintain strong communication with insurance partners and trades.
This is an excellent opportunity for someone who enjoys a structured workflow, thrives on deadlines, and takes pride in precision and follow-through.
Key Responsibilities
Weekly Schedule Overview
Monday – Review & Planning
Review new claims in XactAnalysis (XA)
Identify invoice-ready projects and prepare billing drafts
Respond to adjuster and reviewer inquiries
Coordinate with PMs to gather missing invoicing documents
Update invoicing and financial tracking dashboards
Attend invoicing review meetings
Tuesday – Team Collaboration & Billing Execution
Support invoicing meetings with Compliance Manager and PMs
Assist with estimate revisions and final invoice preparation
Follow up on outstanding documentation with PMs and trades
Track emergency work documentation and applicable charges
Wednesday – Documentation & Estimating Support
Review and finalize outstanding estimates for billing
Ensure accuracy in job file documentation and cost recovery
Maintain and reconcile invoicing and compliance logs
Thursday – Management Updates & File Tracking
Attend weekly management huddle
Meet with PMs for project billing progress and updates
Track work orders, expenses, and backup documentation
Friday – Final Billing & Planning
Distribute finalized invoice lists
Submit invoices through XA or internal system
Provide weekly updates on invoice status and outstanding items
Assist in planning for the following week’s billing priorities
Recurring Tasks
Biweekly
Reconcile job logs with XA entries
Ensure all projects are ready for invoicing or closure
Verify estimate alignment with approved scopes
Monthly
Perform audits of invoiced files for accuracy and completeness
Support revenue assurance processes
Assist in reporting for finance and management
Annually
Support year-end reconciliation and reporting
Contribute to invoicing process improvements and system updates
Assist with training and onboarding related to invoicing procedures
Requirements
Previous experience in administration, invoicing, insurance billing, or restoration is an asset
Familiarity with XactAnalysis (XA) or similar claims platforms preferred
Strong organizational and communication skills
High attention to detail and accuracy in documentation
Proficiency in Microsoft Office (Excel, Outlook, Word)
Ability to manage multiple deadlines in a fast-paced environment
Team player with a proactive and solution-focused mindset
What We Offer
A supportive and team-oriented work environment
Opportunities for professional development and advancement
Comprehensive training in invoicing systems and industry standards
Competitive salary and benefits package
Apply Today
If you are reliable, detail-focused, and enjoy working behind the scenes to ensure timely billing and smooth project closeouts, we’d love to hear from you.
