Accounts Receivable & Office Administrator

Position Summary

The Accounts Receivable & Office Administrator is responsible for managing customer billing, collections, payment processing, and account maintenance while providing administrative support for Spivey Services' sanitation operations. This position works closely with customers, drivers, and operations personnel to ensure invoices are processed accurately, payments are collected timely, and customer accounts remain current. The ideal candidate is highly organized, detail‑oriented, and confident communicating professionally with customers regarding account balances and billing questions.

• Generate and process customer invoices accurately and in a timely manner.
• Review completed service tickets and verify all routes are billed before closing each business day.
• Process customer payments, including credit card, check, and electronic payments.
• Apply payments accurately within Net Suite.
• Monitor customer accounts to ensure accurate account balances.
• Prepare and distribute customer statements.
• Contact customers regarding past‑due balances through phone and email.
• Maintain collection notes and follow established collection procedures.
• Research and resolve billing discrepancies, payment issues, and customer account questions.
• Work with operations to resolve invoice discrepancies before billing.
• Assist with month‑end billing and accounts receivable reporting as needed.

• Serve as a professional point of contact for customer billing questions, payment inquiries, service requests, and rental information.
• Accept customer payments by phone while maintaining PCI (Payment Card Industry) compliance and company procedures.

• Answer incoming office phone calls and direct inquiries appropriately.
• Serve as the primary contact for the sanitation service driver phone.
• Prepare customer quotes for sanitation rentals and services.
• Print rental agreements and supporting documentation for scheduled deliveries.
• Organize and maintain billing records, route documentation, and customer files.
• Open, scan, and distribute incoming mail.
• Coordinate military base and Newport News Shipyard badge paperwork for drivers.
• Track badge renewals and communicate status updates with operations.
• Perform additional administrative duties as assigned.

• High school diploma or equivalent required.
• 2+ years of experience in Accounts Receivable, Billing, Collections, or Office Administration.
• Proficiency in Microsoft Office Suite (especially Outlook and Excel).
• Experience with business-to-business (B2B) collections preferred.
• Experience processing invoices and customer payments.
• Strong proficiency in Microsoft Excel and Outlook.
• Strong organizational skills with the ability to prioritize multiple deadlines.

• Weekly Pay Every Friday.
• Hourly range between $18-$22 based on experience.
• Referral Bonuses.
• Paid Holidays after 6 months.
• Paid Time-Off (Vacation and Sick).
• Health, HSA, Dental, & Vision Insurance after 60 days.
• Life & AD&D, Short-Term and Long-Term Disability after 60 days.
• 401(k) with Company Match:
  Eligibility after 3 months; age 18+.

Spivey Services is an Equal Opportunity Employer encouraging diversity in the workplace. All qualified applicants will receive consideration for employment without regard to their race, color, creed, religion, ancestry, national origin, sex, sexual orientation, gender identity, age, disability, marital status, family responsibilities, pregnancy, genetic information, veteran or military status.