Administrative Assistant/Billing Specialist

Each day is a little different, but the following is expected: Accounts Receivable Ensure accounts receivable is updated daily Invoices for service contracts need to follow the schedule of being sent out on the 15th and end of month One-time job invoices need to be sent immediately following service completion An accounts receivable aging report is to be sent every Monday morning at the start of the day Past dues should be checked and collected as needed each week. It is your responsibility to check on and follow up with these until resolved Customers should be reached out to and checked on periodically throughout the week and month, and the office phone should be monitored while working Office and Warehouse Supplies Every morning, inventory in the warehouse and office will be counted, recorded, and placed in a designated spot for review Every morning, or as they come in, sales orders must be gathered, approved, and placed in the designated areas Each month, please check inventory pricing with vendors for review before finalizing Bid Processing Assist in processing bids and send for approval before finalizing Once approved, the bids need to be sent to the customer Upload completed documents to the designated cloud storage folder Office Duties The office space must be kept tidy, organized, and free of inappropriate items Organize and upload job site pictures into clean and organized folders for record-keeping purposes Management may request certain tasks at specific times. Your direct supervisor will provide direction as needed No information gained or discussed in the office is to be discussed with anyone outside authorized management, as it is considered confidential information Translate or proofread various documents as needed New tasks will periodically be added to the general expected workload and will be considered part of the expected responsibilities Must be fluent in both English & Spanish We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us. #J-18808-Ljbffr