Position Summary
We are seeking a highly organized Billing & Data Entry Coordinator to support our Office Manager and Administrative Assistant in a fast-paced construction office. This position is responsible for maintaining accurate records, entering billing information, organizing project documentation, and ensuring data is entered correctly and on time. This role is ideal for someone who enjoys detailed work, follows processes, and takes pride in accuracy.
Primary Responsibilities
Billing Support
• Prepare customer invoices from approved work orders
• Enter invoices into accounting software
• Verify invoice accuracy before submission
• Track unpaid invoices and communicate with the Office Manager regarding outstanding balances
• Process vendor invoices for approval
• Match invoices to purchase orders and receipts
• Maintain billing files and supporting documentation
Data Entry
• Enter new customer information
• Update customer accounts
• Enter estimates and contracts into company software
• Ensure all digital records remain organized and accurate
• Scan and file documents
• Assist with document preparation
• Update spreadsheets
Qualifications
• 2+ years of office administration or billing experience
• Strong computer skills
• Excellent typing and data entry accuracy
• Experience with Microsoft Office
• Strong attention to detail
• Ability to prioritize multiple tasks
• Excellent organizational skills
Preferred
• Construction office experience
• QuickBooks experience
• Job costing experience
• Accounts Receivable/Accounts Payable experience