Office Administrator

Job Title: Billing Administrator

Job Description

The Billing Administrator manages the day-to-day operations and general administrative activities of a busy branch office while providing high-quality billing support and customer service. This role independently oversees office administration, prepares and maintains billing and financial reports, supports payroll and timekeeping processes, and collaborates closely with branch leadership and internal departments. The position offers the opportunity to join a stable, growth-oriented organization that values sustainability, community, and innovation, with a strong focus on employee development and long-term career growth.

Responsibilities

• Manage the branch division’s day-to-day operations and general administrative activities independently.

• Partner with branch leadership and account managers to execute various office tasks and projects efficiently.

• Perform general administrative duties for the branch office and assist with seasonal transitions in a cyclical business environment.

• Provide quality customer service to existing and prospective clients, ensuring a professional and responsive experience.

• Communicate with clients to resolve issues in accordance with company guidelines and escalate concerns when appropriate.

• Communicate, track, and monitor branch deadlines to ensure timely completion of tasks and deliverables.

• Order, track, and maintain branch office equipment and supplies to support daily operations.

• Prepare, review, and maintain enhancement proposals, work orders, and invoices accurately and on schedule.

• Assist in the contract renewal process by organizing documentation, reviewing terms, and coordinating with internal stakeholders.

• Maintain and update the client database to ensure accurate and current client information.

• Prepare, maintain, and distribute various weekly, monthly, and seasonal reports to staff and customers.

• Prepare and maintain job cost, productivity, and gross margin reports to support branch financial performance.

• Assist the branch with payroll, time and attendance processes, and related reporting, including frequent interaction with payroll and HR teams.

• Support accounts receivable activities by processing billing, invoice submissions, and related documentation.

• Participate in and contribute to the company’s lean management principles and strategies by identifying process improvements and efficiencies.

• Perform other duties and responsibilities as requested or required to support branch and corporate objectives.

Essential Skills

• At least 3 years of experience in a billing, accounting, administrative, or office manager capacity.

• Experience and exposure to billing, invoicing, proposals, or contract review.

• At least 3 years of experience using Microsoft Office tools, including Word, Excel, Outlook, and related applications.

• Bilingual fluency in English and Spanish, with the ability to communicate effectively in both languages.

• Strong administrative support skills, including office management and general office administration.

• Proficiency in billing, invoicing, and basic accounting or accounts receivable processes.

• Experience with invoice processing, purchase orders, work orders, and data entry.

• Customer service skills with a focus on professionalism and responsiveness.

• Strong organizational skills with the capability to multitask and manage competing priorities.

• Ability to work independently with minimal supervision and make sound decisions within established guidelines.

• Comfort working alone in an office environment for extended periods.

• Ability to handle strong personalities and maintain composure in a high-volume, occasionally stressful environment.

• Comfort with the cyclical nature of the business, including periods of very high activity and slower weeks.

• Solid computer skills and proficiency in standard office technology and software.

Additional Skills & Qualifications

• Experience in cyclical business industries such as landscaping, construction, or similar project-based environments.

• Payroll experience, particularly with Paycom or similar payroll systems.

• Experience with purchase orders and work orders in an operational or service-based setting.

• Office administration, office management, or sales support roles.

• Experience supporting billing-related customer service and contract administration.

• Familiarity with accounting and accounts receivable processes.

• Attention to detail and accuracy in financial documentation, reports, and data entry.

• Strong interpersonal and communication skills to collaborate effectively with branch leaders, account managers, and corporate teams.

• Interest in contributing to lean management principles and continuous process improvement.

• Motivation to grow within a long-tenured organization that offers room for advancement.

• Eligibility for a contract-to-hire opportunity with the potential for early conversion based on performance.

Work Environment

This role supports a busy, high-volume branch and operates on a Monday through Friday schedule from 8:00 a.m. to 5:00 p.m., fully onsite. The first month of the position includes training at a corporate office location to ensure thorough onboarding and familiarity with systems, processes, and teams. The Billing Administrator reports into a Branch Manager who oversees several branches and will interface frequently with the Controller, Human Resources, Payroll, and Accounts Payable teams. The office environment often has a single administrative professional on site, with account managers coming and going to drop off work orders and coordinate branch activities, which means the office may feel quiet or solitary at times. The business follows a seasonal cycle driven by weather and project demands, resulting in some weeks that are extremely busy and potentially stressful and other weeks that are slower and less demanding. The organization emphasizes a family-oriented, collaborative culture with a long-tenured workforce and a strong focus on sustainability, community, and innovation. Employees have access to benefits that may include medical, dental, vision, life insurance, flexible spending accounts, 401(k) with matching, and a robust paid time off program, supporting both professional and personal well-being.

Job Type & Location

This is a Contract to Hire position based out of Naperville, IL.

Pay and Benefits

The pay range for this position is $23.00 - $24.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Naperville,IL.

Application Deadline

This position is anticipated to close on Jun 30, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on click.appcast.io (%View email address on click.appcast.io) for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.