Front Office & Billing Coordinator Gateway Service Group
Department: Executive Office / Administration Reports to: General Manager FLSA Classification: Non-Exempt (Hourly) Schedule: Monday–Friday, 8:00 AM – 5:00 PM, on-site Compensation: $22.00 – $26.00/hour, commensurate with experience
Position SummaryThe Front Office & Billing Coordinator is the welcoming face of the office and a key back-office contributor responsible for accurate, timely invoicing of completed field work. This is a blended role: roughly half front-office and administrative support, half billing and invoicing. The right person is equally comfortable greeting a visitor, keeping the office running smoothly, and owning the invoicing of night bulk trash, maintenance jobs, and completed day-operations work in NetSuite. Reliability, discretion, and attention to detail are essential.
Billing & Invoicing (Core Accountability) - Invoice all completed work accurately and on time, including night bulk trash pickups, maintenance jobs, and completed work from the day-operations department.
- Enter, review, and reconcile billing data in NetSuite; identify and resolve discrepancies before invoices are issued.
- Coordinate with operations staff to confirm job completion and capture all billable work.
- Own and maintain accounts-receivable processes and collection efforts. Respond to routine billing questions.
- Assist with data entry and billing coordination in NetSuite and our service/routing software.
Front Office & Reception
- Greet, assist, and direct visitors in a polite, professional manner.
- Answer, screen, and route phone calls; take and distribute messages.
- Receive and distribute incoming mail, packages, and courier deliveries; manage all outgoing mail.
- Announce vendor arrivals.
Office Operations & Administrative Support
- Maintain office supply inventory: monitor stock, anticipate needs, and place/expedite orders.
- Ensure operation of office equipment (copiers, water dispenser, postage meter); coordinate repairs and maintain equipment inventory.
- General office cleaning to include sweeping, mopping, dusting, etc.
- Assist the General Manager and Operations Manager with scanning, projects, and other duties as assigned.
Required Qualifications - Strong time-management skills and the ability to prioritize in a fast-paced environment.
- Computer literacy: Microsoft 365, Teams, Word, Excel, and Outlook; Ability and willingness to learn other apps and software as needed.
- Professionalism, discretion, and strict confidentiality.
- Clear, professional communicator; customer-service experience a plus.
- Positive, can-do attitude and a team-first orientation.
Preferred Qualifications
- Prior accounts-receivable or invoicing ownership in a services or trades environment.
Additional InformationThis job description is not designed to cover or contain a comprehensive list of activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
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