Front Office & Billing Coordinator

Department: Executive Office / Administration Reports to: Office Manager FLSA Classification: Non-Exempt (Hourly) Schedule: Monday–Friday, 8:00 AM – 4:00 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 QuickBooks. 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 QuickBooks; identify and resolve discrepancies before invoices are issued. Coordinate with operations staff to confirm job completion and capture all billable work. Support accounts-receivable follow-up and respond to routine billing questions. Assist with data entry and billing coordination in NetSuite as the company transitions systems. Front Office & Reception Greet, assist, and direct visitors in a polite, professional manner. Answer, screen, and route phone calls; take messages and maintain/distribute the staff phone roster. Receive and distribute incoming mail, packages, and courier deliveries; manage all outgoing mail. Announce vendor arrivals (e.g., Pro Shred) and assist with Friday catering lunches. 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. Assist employees with copier use and email setup. Keep the coffee bar stocked and the area clean throughout the day. Assist the General Manager and Operations Director with scanning, projects, and other duties as assigned. Support Human Resources with pre-onboarding: welcome new hires, guide them through electronic pre-onboarding, collect completed forms, and assist with the employee self-service app. Required Qualifications Strong time-management skills and the ability to prioritize in a fast-paced environment. Computer literacy: Microsoft Word, Excel, and Outlook; Guru and Slack a plus. Professionalism, discretion, and strict confidentiality. Clear, professional communicator; customer-service experience a plus. 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. J-18808-Ljbffr