Work Order & Invoice Coordinator

About Beyond Key:

We are a Microsoft Gold Partner and a Great Place to Work-certified company. "Happy Team Members, Happy Clients" is a principle we hold dear. We are an international IT consulting and software services firm committed to providing. Cutting-edge services and products that satisfy our clients' global needs. Our company was established in 2005, and since then we've expanded our team by including more than 350+ Talented skilled software professionals. Our clients come from the United States, Canada, Europe, Australia, the Middle East, and India, and we create and design IT solutions for them. If you need any more details, you can get them at https://www.beyondkey.com/about.

Position Summary:

The Work Order & Invoice Coordinator is responsible for processing, organizing, and uploading completed work orders and invoices received from field technicians and subcontractors. This role ensures that all service documentation is accurately recorded in both the CRM system (Dynamics 365) and Navision maintaining data integrity across platforms and supporting timely job closure.

Key Responsibilities"

Document Management & Filing

• Receive and review completed work orders and invoices submitted by technicians and subcontractors via email.
• Save all documents to the appropriate folders on the G Drive using standardized naming conventions
• Verify that all required paperwork is present and complete before processing.
• If a follow-up call is indicated by the technician, email the Canada Service Department to notify them so appropriate action can be taken.

CRM Data Entry & Updates

• Upload work orders and invoices in CRM and enter detailed notes

Navision Data Entry & Uploads

• Import the completed work order and invoice into Navision.

Quality Assurance & Coordination

• Ensure consistency and accuracy of records across CRM, Navision, and the G Drive.
• Identify and flag incomplete or missing documentation and follow up with Canadian Service Department as needed.
• Communicate with the Service Department team regarding any discrepancies or workflow issues.

Qualifications

• Proficiency with Microsoft Office Suite and general computer navigation (file management, email, web-based applications).
• Strong attention to detail and ability to follow standardized procedures consistently.
• Effective organizational and time-management skills with the ability to handle a high volume of documents.

Core Competencies

• Accuracy & attention to detail
• Process adherence & consistency
• Written and verbal communication
• Problem-solving and initiative
• Ability to work independently and manage competing priorities
• Adaptability when handling exceptions or process changes