Front Office & Billing Coordinator

About the role

Position Summary The Front Office & Billing Coordinator is the welcoming face of the office and a key back-office contributor responsible for accurate, timely invoicing of completed field work. This is a blended role: roughly half front-office and administrative support, half billing and invoicing. The right person is equally comfortable greeting a visitor, keeping the office running smoothly, and owning the invoicing of night bulk trash, maintenance jobs, and completed day-operations work in NetSuite. Reliability, discretion, and attention to detail are essential. Department: Executive Office / Administration. Reports to: General Manager. FLSA Classification: Non-Exempt (Hourly).

Responsibilities

• Invoice all completed work accurately and on time, including night bulk trash pickups, maintenance jobs, and completed work from the day-operations department.
• Enter, review, and reconcile billing data in NetSuite; identify and resolve discrepancies before invoices are issued.
• Coordinate with operations staff to confirm job completion and capture all billable work.
• Own and maintain accounts-receivable processes and collection efforts.
• Respond to routine billing questions.
• Assist with data entry and billing coordination in NetSuite and our service/routing software.
• Greet, assist, and direct visitors in a polite, professional manner.
• Answer, screen, and route phone calls; take and distribute messages.
• Receive and distribute incoming mail, packages, and courier deliveries; manage all outgoing mail.
• Announce vendor arrivals.
• Maintain office supply inventory: monitor stock, anticipate needs, and place/expedite orders.
• Ensure operation of office equipment (copiers, water dispenser, postage meter); coordinate repairs and maintain equipment inventory.
• General office cleaning to include sweeping, mopping, dusting, etc.
• Assist the General Manager and Operations Manager with scanning, projects, and other duties as assigned.

Requirements

• Strong time-management skills and the ability to prioritize in a fast-paced environment.
• Computer literacy: Microsoft 365, Teams, Word, Excel, and Outlook; Ability and willingness to learn other apps and software as needed.
• Professionalism, discretion, and strict confidentiality.
• Clear, professional communicator; customer-service experience a plus.
• NetSuite experience.
• Positive, can-do attitude and a team-first orientation.

Skills

• Prior accounts-receivable or invoicing ownership in a services or trades environment.

Pay

$22.00 – $26.00/hour

Schedule

Monday–Friday, 8:00 AM – 5:00 PM, on-site