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 weeks 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, wed love to hear from you.