Invoicing and Operations Specialist

Job summary

Review and reconcile supplier invoices, prepare customer invoices, track equipment rentals across job sites, and maintain accurate records and reports. Coordinate with customers, suppliers, and internal teams to resolve billing and operational issues, while supporting process improvements.

Job details

Invoicing & Operations Specialist Location: Calgary, Alberta Position: Full-Time, Remote About Marlyncrast Marlyncrast is an equipment rental management company supporting residential builders across Alberta. We act as a single point of coordination between our customers and a network of equipment rental and service suppliers. Marlyncrast helps customers better manage and control rental costs while reducing the time and administrative effort required to coordinate equipment across multiple job sites. At the same time, we help our supplier partners operate more efficiently by providing a consistent point of contact, consolidating communication, coordinating requests, and helping resolve billing and operational issues. Our goal is to make the rental process simpler, more transparent, and more efficient for both customers and suppliers. We are looking for a highly organized and detail-oriented Invoicing & Operations Specialist to join our Calgary team. The Role This position plays a key role in ensuring that rental activity is accurately tracked, supplier invoices are properly reviewed, customer invoices are prepared correctly, and discrepancies are identified and resolved quickly. The ideal candidate is analytical, highly organized, comfortable working with numbers, and able to manage a large volume of information without losing attention to detail. This is not a traditional bookkeeping role. While the position includes basic accounting and QuickBooks Online entry, the primary focus is invoice management, rental tracking, reporting, problem-solving, customer service, and operational coordination. Key Responsibilities Invoicing & Reconciliation Review invoices for accuracy, rental dates, quantities, equipment details, and applicable charges. Identify billing errors, duplicate charges, incorrect rental periods, and other discrepancies. Work directly with suppliers to investigate and resolve invoice discrepancies. Prepare accurate invoices based on supplier billing and established pricing. Ensure customer invoices are completed and submitted according to required timelines. Enter supplier and customer invoice information into QuickBooks Online and internal systems. Rental Tracking & Operational Reporting Track equipment currently on rent across multiple customer job sites. Review supplier portals and internal records to confirm equipment quantities, rental status, and locations. Prepare and maintain customer equipment-on-rent reports. Identify discrepancies between rental activities, supplier and customer records. Coordinate corrections when equipment has been picked up, moved, returned, or incorrectly billed. Help ensure customers have clear and accurate visibility into their active rentals. Operations Support Work closely with the operations team to ensure rental activity is properly documented. Update records related to equipment deliveries, moves, exchanges, service calls, and pickups. Assist with coordinating information between customers, suppliers, and internal team members. Help resolve operational issues that may affect invoicing, rental tracking, or customer reporting. QuickBooks Online & Data Entry Enter supplier and customer invoice information into QuickBooks Online. Maintain accurate and organized records. Assist with basic reconciliation and transaction review as required. Customer & Supplier Communication Communicate with customers and suppliers to resolve billing questions, obtain missing information, follow up on credits and corrections, and provide responsive, professional support. Handle difficult or sensitive conversations with customers and suppliers in a calm and professional manner. Investigate billing disputes, service concerns, and operational discrepancies objectively and thoroughly. Follow up on missing information, documentation, credits, or corrections. Work toward practical and fair solutions when there is disagreement over charges, rental periods, equipment status, or service performance. Escalate issues appropriately while maintaining clear records of discussions, decisions, and resolutions. Process Improvement Help identify gaps, inefficiencies, and opportunities to improve existing workflows. Assist in developing clearer and more consistent invoicing, reporting, and operational procedures. Document procedures and contribute to the development of internal standards and best practices. Take a proactive approach to improving accuracy, efficiency, transparency, and control across the business. Qualifications We are looking for someone who has: Exceptional attention to detail, analytical ability, organization, and time-management skills. Strong written and verbal communication skills. Strong customer service and interpersonal skills. Confidence working with invoices, numbers, spreadsheets, and large volumes of data. Experience with QuickBooks Online or similar accounting software. Strong proficiency with Microsoft Excel and Microsoft Office. The ability to learn new software and supplier portals quickly. Preferred Experience The following experience would be considered an asset: Invoicing, billing, accounts payable, accounts receivable, or reconciliation. Equipment rental, construction, logistics, or operations is considered an asset. Customer service or supplier relationship management. Experience reviewing high volumes of invoices or transactional data. Experience helping implement or improve internal processes or workflows. Confidence handling difficult conversations and a professional approach to resolving problems. A continuous-improvement mindset and willingness to adapt to new ways of working. Post-secondary education in business, accounting, operations, administration, or a related field. Equivalent practical experience will also be considered. Who Will Succeed in This Role This position is well suited to someone who naturally notices when numbers do not match, enjoys investigating why something is incorrect, and takes satisfaction in getting the details right. You should be comfortable working independently while also collaborating closely with operations, customers, and suppliers. The right person will be: Detail-oriented Analytical Organized Accountable Calm under pressure Comfortable asking questions when something does not look right Focused on providing excellent service Why Join Marlyncrast? Marlyncrast offers the opportunity to work in a growing Alberta company where your work has a direct impact on customers and day-to-day operations. You will have the opportunity to develop a strong understanding of construction equipment rental management while contributing to better processes, clearer reporting, and improved customer service. We are looking for someone who wants to take ownership of their responsibilities, improve how things are done, and become an important part of our team.

What you’ll do

Review and reconcile supplier invoices, prepare customer invoices, track equipment rentals across job sites, and maintain accurate records and reports. Coordinate with customers, suppliers, and internal teams to resolve billing and operational issues, while supporting process improvements.

Requirements

The role calls for strong attention to detail, analytical and organizational skills, clear communication, and confidence working with invoices, numbers, spreadsheets, and large volumes of data. Experience with QuickBooks Online or similar software and strong Microsoft Excel and Office proficiency are sought; invoicing, construction or rental operations, and post-secondary education in a related field are assets.

Listed skills

• Quickbooks Online · Preferred
• Microsoft Excel · Preferred
• Data entry · Preferred
• Attention to detail · Preferred
• Organization · Preferred
• Time management · Preferred
• Customer service · Preferred
• Process Improvement · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Invoice Review
• Invoice Reconciliation
• Rental Tracking
• Operational Reporting
• QuickBooks Online
• Microsoft Excel
• Data Entry
• Attention To Detail
• Analytical Skills
• Organization
• Time Management
• Customer Service
• Supplier Communication
• Dispute Resolution
• Process Improvement
• Recordkeeping

Job areas

• Finance & Accounting
• Administrative
• Customer Service & Support
• Construction
• Logistics