Administrative Assistant & Billing Coordinator

Overview
We are seeking a dynamic and detail-oriented Administrative Assistance, Billing Coordinator to join our team. This vital role combines administrative support, office management, and billing responsibilities to ensure smooth daily operations. The ideal candidate will be energetic, highly organized, and possess excellent communication skills, with a passion for delivering exceptional customer service. You will play a key role in managing front desk activities, handling billing processes, DOT compliance and supporting overall office efficiency.

Responsibilities

• Greet visitors and manage the front desk, ensuring a welcoming environment while maintaining professional phone etiquette.
• Operate multi-line phone systems to answer inquiries, direct calls, and provide outstanding customer support.
• Perform data entry, filing, and document proofreading to maintain accurate records and ensure document integrity.
• Handle billing processes using QuickBooks, including invoicing, accounts receivable and account reconciliation.
• Assist in Sales Orders, Purchase Orders and 811 Calls.
• Maintain and organize DOT maintenance files
• Assist with office management tasks such as supply ordering, maintaining office equipment, and organizing files for easy retrieval.
• Provide clerical support including typing correspondence, managing email communications, and supporting personal assistant duties as needed.
• Complete additional related duties as assigned.

Qualifications

• Proven office experience with strong organizational skills and proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Experience with QuickBooks or other bookkeeping/accounting software is highly preferred.
• Attention to detail, especially in billing and compliance documentation.
• Excellent computer literacy.
• Strong customer service skills with the ability to handle phone inquiries professionally and courteously.
• DOT experience a plus.
• Bilingual abilities are a plus.
• Demonstrated time management skills with the ability to prioritize tasks efficiently while maintaining attention to detail.
• Ability to work independently and as part of a team.
• Clerical experience including data entry, filing, proofreading, and calendar management is essential. Join us in a role that offers engaging responsibilities within a supportive environment! We value proactive individuals who thrive on organization, communication, and delivering top-tier service every day. This position is paid and provides an excellent opportunity to develop your administrative expertise while contributing to a vibrant team atmosphere.

Job Type: Full-time

Pay: $18.00 - $22.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person