Billing Administrative Assistant

About the role

Provide administrative support to the Lodi branch’s Service business by ensuring customer invoices are submitted accurately and timely. This position plays a key role in maintaining positive customer relationships while supporting company cash flow objectives.

Responsibilities

• Review customer invoices to ensure all required information and supporting documentation is complete prior to submission.
• Obtain purchase orders, service reports, delivery receipts, timesheets, and other supporting documents required for customer billing.
• Submit invoices and supporting documentation through customer portals, email, or other customer-required systems.
• Track invoice status and follow up with customers to confirm receipt and processing.
• Contact customers regarding past due invoices and obtain payment status updates.
• Research and resolve billing discrepancies, missing documentation, and invoice rejection issues.
• Maintain accurate records of customer communications, invoice submissions, payment commitments, and collection activities.
• Monitor aging reports and identify invoices requiring follow-up.
• Coordinate with Service, Parts, Operations, and Accounting teams to gather information needed for invoice processing and payment collection.
• Assist customers with invoice-related questions and requests for additional billing support documentation.
• Prepare routine reports regarding outstanding receivables, collection activity, and invoice status.
• Maintain customer files and records in company systems while ensuring data accuracy.
• Support departmental administrative activities, including correspondence, document preparation, filing, and report generation.
• Provide additional administrative and accounts receivable support as assigned.

Requirements

• High School Diploma or GED required; Associate degree or some college preferred.
• Two to five years of administrative, billing, accounts receivable, collections, or customer service experience.
• Experience working with customer billing portals and electronic invoice submission systems preferred.
• Experience in industrial, service, construction, transportation, or equipment service environments preferred.

Skills

• Strong attention to detail and commitment to accuracy.
• Excellent verbal and written communication skills.
• Ability to build professional relationships with customers and internal stakeholders.
• Strong organizational and time management skills.
• Ability to manage multiple priorities and follow through on open issues.
• Problem-solving and analytical skills to research invoice and payment discrepancies.
• Ability to work independently while maintaining a high level of accountability.
• Customer-focused approach with professional collections and follow-up skills.
• Proficient in Microsoft Office applications, including Outlook, Excel, Word, and Teams.
• Experience with ERP systems such as Oracle, or similar business systems preferred.
• Experience using customer portals, document management systems, and accounts receivable software preferred.

Benefits

• 401(k) savings plan
• Tuition reimbursement
• Paid holidays and vacation
• Employee-assistance program
• Medical, dental, and vision programs
• Flexible spending accounts
• Employee life and accident insurance
• Supplemental life and accident insurance
• Business travel accident insurance
• Short-term and long-term disability insurance
• Flexible work schedules
• Paid sick time off
• Company-paid technician uniforms
• Annual safety-shoe allowance
• Annual prescription safety-glasses allowance

Pay

$29.00 - $35.00/hour