Billing Analyst/Office Manager

Job Description

Job Description

We are seeking a detail-oriented and highly organized Billing & Administrative Coordinator to join our growing construction/service team in the Trevose, PA area. This role is ideal for a professional who thrives in a fast-paced environment and has experience supporting billing operations, order processing, contract compliance, and administrative coordination.

The ideal candidate will play a key role in ensuring customer purchase orders align with contract terms, invoices are accurate and timely, and all supporting documentation is maintained with precision. This position requires strong communication skills, a high level of accuracy, and the ability to collaborate effectively with both internal stakeholders and customers.

Key Responsibilities

• Partner with the Senior Manager and Regional CFO to ensure customer purchase orders align with signed contract terms
• Maintain complete and organized documentation for all orders, including approvals, customer-specific instructions, and special requirements
• Compile all supporting documentation needed to secure customer approval for invoices
• Prepare and issue accurate invoices based on processed orders, ensuring customer information, pricing, discounts, and applicable taxes are correctly applied
• Submit and upload invoices into customer billing platforms, including systems such as Ariba , and maintain current billing records
• Review and cross-check invoice details against purchase orders and contract terms to identify and resolve discrepancies
• Ensure invoices comply with applicable tax requirements and internal company billing policies
• Communicate with customers regarding special billing requests, including split invoicing, advance payments, and other account-specific needs
• Provide administrative support related to billing, documentation, and order processing activities
• Assist with problem resolution involving billing, order entry, shipping documentation, and customer requirements

Qualifications

• Diploma or Bachelor’s degree in Accounting, Finance, Business Administration, Supply Chain Management , or a related field
• Minimum of 3 years of relevant experience in executive administration, order processing, billing, shipping documentation, or accounts receivable
• Experience working in ERP systems such as SAP S/4HANA Public Cloud, Oracle , or similar order-to-cash platforms
• Advanced Microsoft Excel skills, including PivotTables, VLOOKUP , and related functions
• Strong understanding of invoicing procedures, taxation, and revenue recognition principles
• Familiarity with shipping and order documentation such as Delivery Notes, Packing Lists, and Commercial Invoices
• Knowledge of financial regulations, tax compliance, and billing controls
• Exceptional attention to detail and commitment to accuracy
• Strong written and verbal communication skills
• Excellent organizational and time management abilities
• Proven problem-solving skills and ability to manage multiple priorities effectively

Preferred Traits

• Experience in a construction, field service, or project-based business environment
• Ability to work independently while also collaborating across departments
• Customer-focused mindset with a proactive approach to issue resolution
• Comfortable working with deadlines and high-volume transactional processes