Office Administrator - Billing Support

About the role

The Office Administrator – Billing Support plays a key role in supporting Spivey Services’ operations by managing daily office administration, billing workflows, customer communication, and route-related documentation. This role requires strong accuracy, timely follow-through, and professional communication with customers, drivers, and military base personnel. Success in this position supports smooth billing operations and consistent service delivery across sanitation routes.

Responsibilities

• Answer incoming calls and general office lines
• Serve as the primary contact for the service driver “base” phone
• Respond to customer inquiries regarding service, rentals, billing, and scheduling
• Take credit card payments by phone and email in accordance with company procedures
• Perform daily billing and ensure all service tickets are closed when routes return
• Enter check payments into NetSuite accurately
• Open, sort, scan, and distribute office mail
• Print and process customer account statements
• Aid with collections on past-due accounts following company guidelines
• Support toilet route administration and coordination with operations staff
• Maintain accurate records related to routes, rentals, and billing
• Sort, organize, and file daily delivery and pickup tickets
• Prepare quotes for sanitation rentals and services
• Print daily rental contracts for outgoing units
• Prepare and submit required paperwork for driver badge access to military bases and Newport News Shipyard
• Track badge requests and coordinate follow-ups to ensure uninterrupted driver access
• Communicate with operations staff to ensure all documentation and billing requirements are complete
• Perform other administrative duties as assigned

Qualifications

• High school diploma or equivalent required
• Administrative or office experience preferred (sanitation, construction, or public works environments a plus)
• Proficiency in Microsoft Office Suite (especially Outlook and Excel)
• Experience with billing, invoicing, payments, or collections strongly preferred
• Comfortable working in fast-paced, operations-driven environments
• Strong attention to detail and reliability with daily processes
• Professional phone and customer service skills

What We Offer

• Weekly Pay Every Friday
• Hourly range between $18-$22 based on experience
• Referral Bonuses
• Paid Holidays after 6 months
• Paid Time-Off (Vacation and Sick)
• Health, HSA, Dental, & Vision Insurance after 60 days
• Life & AD&D, Short-Term and Long-Term Disability after 60 days
• 401(k) with Company Match: Eligibility after 3 months; age 18+

Benefits

• Equal Opportunity Employer encouraging diversity in the workplace

Pay

Hourly range between $18-$22 based on experience.

Schedule

Weekly Pay Every Friday