Billing Administrative Assistant

Overview

Provide administrative support to the Lodi branch’s Service business by ensuring customer invoices are submitted accurately and timely. Responsible for collecting and organizing supporting documentation, obtaining purchase orders and required backup, uploading invoices through customer portals, monitoring aging accounts, and communicating with customers regarding payment status. This position plays a key role in maintaining positive customer relationships while supporting company cash flow objectives.

Pay Range: $29.00 - 35.00/hour

Responsibilities

• Review customer invoices to ensure all required information and supporting documentation is complete prior to submission.
• Obtain purchase orders, service reports, delivery receipts, timesheets, and other supporting documents required for customer billing.
• Submit invoices and supporting documentation through customer portals, email, or other customer-required systems.
• Track invoice status and follow up with customers to confirm receipt and processing.
• Contact customers regarding past due invoices and obtain payment status updates.
• Research and resolve billing discrepancies, missing documentation, and invoice rejection issues.
• Maintain accurate records of customer communications, invoice submissions, payment commitments, and collection activities.
• Monitor aging reports and identify invoices requiring follow-up.
• Coordinate with Service, Parts, Operations, and Accounting teams to gather information needed for invoice processing and payment collection.
• Assist customers with invoice-related questions and requests for additional billing support documentation.
• Prepare routine reports regarding outstanding receivables, collection activity, and invoice status.
• Maintain customer files and records in company systems while ensuring data accuracy.
• Support departmental administrative activities, including correspondence, document preparation, filing, and report generation.
• Provide additional administrative and accounts receivable support as assigned.

Qualifications

• High School Diploma or GED required; Associate degree or some college preferred.
• Two to five years of administrative, billing, accounts receivable, collections, or customer service experience.
• Experience working with customer billing portals and electronic invoice submission systems preferred.
• Experience in industrial, service, construction, transportation, or equipment service environments preferred.

Knowledge, Skills & Abilities

• Strong attention to detail and commitment to accuracy.
• Excellent verbal and written communication skills.
• Ability to build professional relationships with customers and internal stakeholders.
• Strong organizational and time management skills.
• Ability to manage multiple priorities and follow through on open issues.
• Problem-solving and analytical skills to research invoice and payment discrepancies.
• Ability to work independently while maintaining a high level of accountability.
• Customer-focused approach with professional collections and follow-up skills.

Computer Skills

• Proficient in Microsoft Office applications, including Outlook, Excel, Word, and Teams.
• Experience with ERP systems such as Oracle, or similar business systems preferred.
• Experience using customer portals, document management systems, and accounts receivable software preferred.

Competitive pay, a flexible work environment, and a well-built benefits program can be the foundation of your financial plan. From health insurance and retirement to paid time off, our wide range of benefits help you enjoy a balanced lifestyle and a promising future. We provide:

• 401(k) savings plan
• Tuition reimbursement
• Holidays
• Vacation
• Employee-assistance program
• Medical programs
• Dental programs
• Vision programs
• Flexible spending accounts
• Employee life and accident insurance
• Supplemental life and accident insurance
• Business travel accident insurance
• Short-term disability insurance
• Long-term disability insurance
• Flexible work schedules
• Sick time off
• Company-paid technician uniforms
• Annual safety-shoe allowance
• Annual prescription safety-glasses allowance