Sales & Accounting Administrative Assistant

Company: The Urban Foresters, LLC
Department: Sales & Accounting
Location: Houston, TX

Position Summary

The Urban Foresters is seeking a highly organized, detail-oriented, and dependable Sales & Accounting Administrative Assistant to support our growing tree care and arboriculture company.

This position will work closely with our Sales and Accounting teams to ensure accurate customer information, proper billing procedures, timely invoicing, and effective accounts receivable follow-ups.

The ideal candidate is proactive, communicates professionally, pays close attention to detail, and is comfortable working with customers, sales representatives, and internal team members.

Key Responsibilities

Sales & Contract Administration

• Work closely with sales representatives to ensure all necessary customer information
  and billing requirements are collected before invoicing.
• Review and update customer billing instructions, including invoice submission
  requirements, billing portals, and payment terms.
• Assist sales representatives with filling out and executing contracts, purchase orders,
  and other required documentation.
• Prepare and coordinate lien waivers, particularly for final payments, as requested.
• Follow up with sales representatives regarding missing or incomplete customer
  documentation.
• Maintain accurate and organized customer database.
  

Invoicing & Billing Support

• Ensure customer invoices are prepared and sent accurately and on time.
• Verify that invoices are submitted to the correct billing contact, department, or customer
  portal.
• Confirm that all required supporting documents are included with invoices.
  Maintain updated customer contact information, including accounts payable contacts,
  phone numbers, and email addresses.
• Identify and resolve missing billing information to help prevent payment delays.

Accounts Receivable & Collections

• Assist the Accounting team with monitoring outstanding invoices and past-due accounts.
• Make outbound phone calls and send follow-up emails to customers regarding
  outstanding balances.
• Contact customers to confirm invoice receipt, payment status, and anticipated payment
  dates.
• Identify the appropriate accounts payable contact for payment-related questions.
• Document customer communications, payment commitments, and collection updates.

Qualifications

• Previous experience in an administrative, accounting support, billing, or accounts
  receivable role preferred.
• Strong organizational skills and attention to detail.
• Independent problem solver.
• Excellent written and verbal communication skills.
• Comfortable making outbound calls and following up with customers regarding
  payments.
• Ability to manage multiple tasks and meet deadlines.
• Proficiency in Microsoft Excel, Outlook, and other office software.
• Experience with invoicing systems, accounting software, or customer management
  systems is a plus.
• Ability to work independently while supporting multiple departments.

What We're Looking For

We are looking for someone who takes initiative, follows through on assigned tasks, and understands the importance of accurate billing and timely collections.

This role is essential in helping our Sales and Accounting teams work efficiently, reducing payment delays, maintaining positive customer relationships, and supporting the overall financial operations of The Urban Foresters.

Do you fit in?

- Are your efforts fortifying a mission worthy of your time?
- Are your financial skills used as leverage for the common good?
- When you answer in your heart ‘why does my Company exist?’, does that knowledge make you feel loved or used?
- The Company seeks a Sales & Accounting Assistant who identifies their ordinary work as a path to prosperity and holiness. We serve others through providing our niche services.

- The Accounting Assistant enters that service through maintaining fiscal awareness, data management and delivery of true wisdom, not simply numbers for the Company.
- Prime candidates derive deep satisfaction from flawless task completion and meticulous attention to detail. From bookkeeping to budgeting, high strategy to collections calls; you are accountable.