Billing Accounts Receivable Administrative Assistant

Job Description

Job Description

Engineering firm in Tampa is now hiring for the position of Administrative Assistant / Accounts Receivable Clerk.

• Quick Books experience preferred.
• Strong attention to detail.
• Accurate data processing skills.
• Clear written and verbal communications.
• Time management and organizational skills to coordinate and prioritize tasks.
• Intermediate user with Microsoft Office Suite.
• A team player with a positive attitude toward customers and co-workers.
• Conform with and abide by all company policies and work procedures.
• High School Diploma.

• Complete new project set-ups (verify contact info. for invoicing, create billing/project folders, add new project to Excel spreadsheet for tracking purposes, add to Xerox copier list for invoicing purposes, create Task Billing Form for invoice tracking, request Certificate of Insurance from insurance broker)
• Ensure billing information for projects in Quick Books is up-to-date (e.g., billing address, contact name/phone number/e-mail addresses)
• Maintain passwords for all 3rd party databases used to invoice specific projects
• Review staff timesheets monthly for accuracy (Tampa office).
• Close completed/inactive projects in Quick Books (mark project as inactive in QBs, remove from Excel spreadsheet, Xerox copier list, and inactivate billing folder for project.)
• Collect all information needed to calculate invoices. (Employee time, vendor invoices/receipts, expense reports, mileage).
• Produce draft invoices for approval and submit final invoices monthly or as needed to our client companies.
• Send weekly A/R Report in Excel to management with status of open invoices.
• Contact customers for status of outstanding invoices and payments.
• Provide customer service and respond to customer inquiries regarding billing disputes and discrepancies.
• Post customer payments in Quick Books.
• Enter subcontractor invoices, manage certificates of insurance, and W-9 information.
• Assist as backup in other administrative functions to our Tampa office.

• Reliability.
• Flexibility.
• High attention to detail.
• Ability to multitask.
• Accuracy and speed in data entry.

We offer:
Full-time employment, Monday through Friday, 8:00 am to 5:00 pm, paid vacation & sick time, paid holidays, paid employee health coverage and Life/Disability Insurance. Dental & Vision coverage and 401K available.

Local candidates only.

Multi-disciplinary firm specializing in civil engineering, environmental science, land development, survey services, water supply, and water resource management.