Administrative Assistant

Job Description

Accounting / Billing Administrative Assistant

Position Summary

The Accounting / Billing Administrative Assistant is responsible for supporting daily billing and accounting functions, ensuring invoices, manifests, vendor bills, and supporting documentation are accurate, complete, and processed in a timely manner. This position plays an important role in maintaining accurate billing records, following up on outstanding vendor documentation, reviewing billing and margins, and ensuring all required documents are properly organized and filed.

The ideal candidate is detail-oriented, organized, dependable, and able to manage multiple priorities while maintaining accuracy and meeting daily deadlines.

Essential Functions & Responsibilities

Invoice and Manifest Review

• Review customer invoices and corresponding manifests for accuracy and completeness.
• Verify that services, quantities, pricing, item codes, and other billing information are properly reflected.
• Identify discrepancies or missing information and coordinate with the appropriate department for correction.
• Ensure invoices are supported by the required documentation prior to billing.
• Assist with maintaining timely billing turnaround and reducing billing errors.

Vendor Bill Follow-Up

• Monitor outstanding vendor bills and supporting documentation.
• Follow up with vendors and internal departments regarding missing or incomplete billing information.
• Maintain communication and documentation related to outstanding vendor invoices.
• Assist in resolving discrepancies between vendor bills, manifests, work orders, and other supporting documentation.
• Ensure vendor bills are received and processed in a timely manner.

Vendor Billing and Margin Review

• Review vendor billing for accuracy and completeness.
• Compare vendor costs against customer billing to identify potential margin issues or discrepancies.
• Verify that vendor charges are consistent with agreed-upon pricing, services, and supporting documentation.
• Bring significant discrepancies or margin concerns to management's attention.
• Assist with maintaining accurate and profitable billing practices.

Invoice Review Tracking

• Maintain accurate tracking of invoices requiring review, correction, follow-up, or additional documentation.
• Monitor outstanding items to ensure they are addressed and completed within established timelines.
• Communicate status updates and follow up with responsible departments as needed.
• Help identify recurring billing issues and opportunities to improve processes and workflow.
• Maintain organized records of completed and outstanding invoice reviews.

Document Filing

• Maintain accurate and organized electronic and physical billing documentation.
• File invoices, manifests, vendor bills, and supporting documentation according to established procedures.
• Ensure documents are easily accessible for internal review, audits, and future reference.
• Maintain confidentiality and proper handling of financial and customer information.
• Assist with scanning, indexing, and organizing documents as needed.

Additional Responsibilities

• Provide administrative and accounting support to the department as needed.
• Assist with month-end billing and accounting activities.
• Maintain professional and timely communication with internal departments, vendors, and customers when applicable.
• Follow company policies, procedures, and established billing and accounting practices.
• Identify opportunities to improve accuracy, efficiency, and workflow within the department.
• Perform other duties and responsibilities as assigned by management.

Required Skills & Qualifications

• Strong attention to detail and accuracy.
• Excellent organizational and time-management skills.
• Ability to prioritize and manage multiple tasks and deadlines.
• Strong communication and follow-up skills.
• Ability to identify discrepancies and resolve issues effectively.
• Basic understanding of invoicing, billing, and accounting principles.
• Proficiency with Microsoft Office, email, and other computer-based systems.
• Ability to learn and effectively utilize company-specific software and systems.
• Ability to work independently while also functioning effectively as part of a team.

Performance Expectations

Success in this position is demonstrated through:

• Accurate and timely completion of daily billing and administrative responsibilities.
• Consistent follow-up on outstanding vendor bills and invoice issues.
• Accurate review of invoices, manifests, vendor costs, and margins.
• Timely resolution and tracking of billing discrepancies.
• Organized and up-to-date filing and documentation.
• Effective communication and teamwork with Accounting, Billing, Customer Service, Operations, and other departments.
• Consistent attention to detail and adherence to established procedures.

Education & Essential Qualifications

• High School diploma or equivalent
• Friendly, personable team player
• Detail oriented with strong accuracy and follow through
• Ability to prioritize tasks and meet deadlines
• Strong communication, organizational, and time management skills
• Intermediate proficiency with Microsoft Outlook, Word, Excel, and PowerPoint
• Ability to walk frequently throughout the office during workday
• Ability to lift up to 30 lbs

Crystal Clean LLC is an Equal Opportunity Employer. Crystal Clean expressly values diversity, equity, and inclusion, and encourages the applications of individuals from diverse backgrounds, so that Crystal Clean reflects the communities and customers that we serve.

The anticipated salary range for this position is $23.00/hour, and includes benefits such as the following:

• Health, Dental and Vision insurance
• Wellness Program
• Flexible Spending Accounts
• Life Insurance
• Long-Term Disability
• Employee Assistance Program
• Tuition Reimbursement