Operational & Administrative Specialist

About The Urban Foresters At The Urban Foresters, we believe high-quality arboriculture and tree care are acts of stewardship for our local community. Or, as we say by our company motto: becoming "holier through ordinary work." Company : The Urban Foresters, LLC Department : Sales & Accounting Location : Houston, TX (In-Office) Position Type : Full-Time About The Urban Foresters At The Urban Foresters, we believe high-quality arboriculture and tree care are acts of stewardship for our local community. Or, as we say by our company motto: becoming "holier through ordinary work." We view accurate, honest, and diligent administrative work not just as "paperwork," but as vital support that keeps our company healthy, our field crews supported, and our clients served with integrity. We are seeking a reliable professional who takes personal pride in precision, accountability, and flawless task execution. Position Summary The Urban Foresters is seeking a highly organized, detail-oriented, and dependable Operational & Administrative Specialist to support our growing tree care and arboriculture company. This role serves as the operational bridge between our sales representatives and our finance team. This is a hands-on, high-accuracy role responsible for verifying client contracts, generating timely invoices, and executing consistent outbound collection calls. If you thrive in a structured environment, love catching small errors before they become big problems, and are comfortable picking up the phone to handle billing follow-ups, this role is for you. Key Responsibilities Sales & Contract Administration Documentation Verification: Review incoming sales orders, purchase orders, and contracts for required details before billing. Sales Support & Follow-Up: Proactively audit pending jobs and contact sales reps to collect missing billing instructions, customer portals, or payment terms. Lien Waver Coordination: Prepare, track, and issue final lien waivers accurately upon payment completion. Database Stewardship: Maintain spotless, up-to-date customer records in our CRM/accounting database. Invoicing & Billing Support Timely Invoice Generation: Prepare and issue error-free customer invoices daily/weekly in alignment with contract terms. Portal & Submission Management: Upload invoices into specific client billing portals and verify receipt with accounts payable departments. Supporting Documentation: Ensure all required backups (photos, work orders, lien releases) are attached prior to submission. Accounts Receivable & Collections Active AR Follow-Up: Conduct daily outbound phone calls and emails to clients regarding outstanding balances and payment statuses. Payment Tracking: Identify key Accounts Payable contacts, secure payment commitments, and systematically document all communication logs. Dispute Escalation: Identify billing discrepancies early and collaborate with Sales and Accounting to resolve payment blockers. Qualifications & Skills Experience: Hands-on experience in billing, accounts receivable, sales administration, or specialized office support. Communication: Demonstrated comfort and confidence making frequent outbound collection calls and resolving payment inquiries professionally. Software Proficiency: Experience with Microsoft & Google Suite preferred, and other office software. Detail Orientation: Proven track record of high-accuracy data entry and verification. Independent problem solver. Strong organizational skills and attention to detail. Preferred Qualifications Experience with billing portals, job-costing software, or QuickBooks/ERP systems. Experience handling lien waivers and commercial payment cycles. Prior experience in construction, trades, commercial services, or arboriculture industries. 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. #J-18808-Ljbffr