Front Office & Billing Coordinator

Job Description

Job Description

Front Office & Billing Coordinator 
Gateway Service Group  •  Dayton, OH 
Department: Executive Office / Administration 
Reports to: General Manager 
FLSA Classification: Non-Exempt (Hourly) 
Schedule:  Monday–Friday, 8:00 AM – 5:00 PM, on-site 
Compensation:  $22.00 – $26.00/hour, commensurate with experience 
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. 
Billing & Invoicing (Core Accountability) 

• 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.

Front Office & Reception 

• 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.

Office Operations & Administrative Support 

• 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. 

Required Qualifications 

• 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.

Preferred Qualifications 

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

Additional Information  
This job description is not designed to cover or contain a comprehensive list of activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. 

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