Administrative Assistant/Billing Specialist

Each day is a little different, but the following is expected:

Accounts Receivable

• Ensure accounts receivable is updated daily.
• Invoices for service contracts need to follow the schedule of being sent out on the 15th and end of month.
• One-time job invoices need to be sent immediately following service completion.
• An accounts receivable aging report is to be sent every Monday morning at the start of the day.
• Past dues should be checked and collected as needed each week. It is your responsibility to check on and follow up with these until resolved.
• Customers should be reached out to and checked on periodically throughout the week and month, and the office phone should be monitored while working.

Office and Warehouse Supplies

• Every morning, inventory in the warehouse and office will be counted, recorded, and placed in a designated spot for review.
• Every morning, or as they come in, sales orders must be gathered, approved, and placed in the designated areas.
• Each month, please check inventory pricing with vendors for review before finalizing.

Bid Processing

• Assist in processing bids and send for approval before finalizing.
• Once approved, the bids need to be sent to the customer.
• Upload completed documents to the designated cloud storage folder.

Office Duties

• The office space must be kept tidy, organized, and free of inappropriate items.
• Organize and upload job site pictures into clean and organized folders for record-keeping purposes.
• Management may request certain tasks at specific times. Your direct supervisor will provide direction as needed.
• No information gained or discussed in the office is to be discussed with anyone outside authorized management, as it is considered confidential information.
• Translate or proofread various documents as needed.
• New tasks will periodically be added to the general expected workload and will be considered part of the expected responsibilities.