Invoicing Specialist

Job description

At **Viral Nation,** we specialize in building social-first ecosystems for brands to connect with the modern consumer journey. Our integrated solutions align strategy, talent, media, and technology with culturally relevant creativity to scale the world’s fastest-growing digital brands. Viral Nation offers a fluid, creative, and growth-oriented environment that will support your ambitions to apply your talents in an open, collaborative, and fast-paced culture. Our ability to stay at the forefront of the industry has fuelled our success and will guide us in paving the path forward. We’re driven to push boundaries and think beyond today to deliver strategies, and we’re just getting started. While we continuously exceed our goals, we need your help – our success is only as great as our people. Strong performance leads to high expectations, and we must keep raising the bar! We are seeking a detail-oriented and organized Invoicing Specialist to join our marketing team. In this role, you will be dedicated entirely to creator and influencer invoicing - managing the end-to-end invoice lifecycle from receipt through payment processing. You will serve as the primary point of contact for all creator billing matters, ensuring invoices are accurate, compliant with Statements of Work (SOWs), and processed through HubSpot in a timely manner. This position plays a crucial role in maintaining financial accuracy and supporting smooth operations across campaigns. Responsibilities: - Invoice Receipt: Request and receive invoices from influencers, creators, and their agents/managers - Payment Verification: Confirm the correct payment amount and finance point-of-contact (POC) email for each invoice - SOW Review: Review every invoice against the corresponding fully executed SOW for accuracy, including deliverable descriptions, rates, and payment terms - HubSpot Ticket Submission: Submit a billing ticket in the associated HubSpot Deal for each campaign invoice, ensuring all required attachments are included - Payment Tracking: Monitor payment status for all submitted invoices and follow up on overdue accounts - Creator Communication: Serve as the primary billing contact for creators, agents, and internal campaign teams, responding to invoicing inquiries and resolving disputes professionally - Data Entry & Accuracy: Maintain accurate billing records and update creator account information in HubSpot and internal systems - Reporting: Generate and analyze invoicing and accounts receivable reports for management review - Compliance: Ensure adherence to financial regulations, company policies, and confidentiality requirements Qualifications and Skills: - High school diploma or GED required; associate’s or bachelor’s degree in accounting, finance, or related field preferred. - 1–2 years of experience in billing, invoicing, accounts receivable, or a related role, ideally in a marketing, agency, or creator economy environment. - Proficiency with billing systems and accounting software (e.g., QuickBooks, SAP, or similar tools). - Experience with HubSpot or similar CRM/ticketing platforms is a strong asset. - Strong attention to detail and organizational skills, with the ability to manage high volumes of invoices daily. - Excellent written and verbal communication abilities. - Proficiency in Microsoft Office Suite, particularly Excel. - Analytical mindset with problem-solving capabilities. **Compensation Philosophy:** At Viral Nation, compensation is structured, performance-led, and market-aligned. Pay decisions are intentional, based on role requirements, performance, and market alignment by country, and are set to maintain internal pay equity across comparable roles and levels. Compensation progression is tied to demonstrated performance, expanded scope, and sustained contribution over time, not tenure alone. Employee compensation is reviewed regularly through formal performance reviews and check-ins to ensure alignment with role expectations and impact. **AI in Recruitment:** Viral Nation does not use AI-enabled tools to screen, assess, rank, or select candidates – our hiring teams make all hiring decisions. AI note-taking tools may be used during interviews. **DEI Commitment:** Viral Nation is committed to diversity, equity and inclusion in our agency. Viral Nation welcomes applications from people with visible and non-visible disabilities. Accommodations are available on request for candidates taking part in all aspects of the recruiting and selection process.