Billing 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,…