Overview
We are seeking a hands-on Billing, Accounts Receivable & Operations Assistant to assist our invoicing, collections, and core administrative operations.
This role is responsible for ensuring all work is billed accurately and promptly, managing accounts receivable and payable, supporting leadership with administrative tasks, and maintaining organization across key operational areas such as fleet tracking.
Key Responsibilities
Billing & Accounts Receivable (Primary Focus)
- Asist in invoicing from job completion through invoice delivery
- Ensure all revenue is billed accurately and on time
- Manage accounts receivable aging and lead weekly collections efforts
- Proactively follow up on past-due accounts
- Resolve billing discrepancies with customers and internal teams
- Provide weekly reporting on billing status, AR aging, and collections
Accounts Payable
- Manage vendor bills and ensure timely and accurate payments
- Maintain organized AP records and approval processes
- Coordinate with leadership on cash flow and payment prioritization
Team & Administrative Management
- Supervise and manage 1 administrative/billing team member
- Assign and track daily tasks to ensure accountability and performance
- Support company leadership with administrative tasks and coordination
- Maintain organization across internal processes and documentation
Fleet & Operational Support
- Track fleet maintenance schedules, repairs, and related documentation
- Ensure vehicles are maintained and records are up to date
- Coordinate with vendors for service as needed
Systems & Process Ownership
- Maintain accurate records in QuickBooks Online (ServiceTitan a plus)
- Identify and improve billing, collections, and administrative workflows
- Ensure consistency and efficiency across all processes
What Success Looks Like
- Invoices go out quickly and without errors
- AR aging is actively managed and improving
- Customers are paying faster
- Vendors are paid on time and records are clean
- Administrative operations are organized and running smoothly
- The team is managed, accountable, and productive
Qualifications
- 3+ years of experience in billing, accounts receivable/payable, or operations/admin
- Proven experience owning billing and collections
- Strong organizational and multitasking skills
- Comfortable working in a fast-paced, operational environment
- Experience with QuickBooks Online required (ServiceTitan a plus)
- Strong communication skills, especially for collections and vendor coordination
- Self-starter who takes ownership and drives results
Ideal Candidate
- Highly organized and process-driven
- Comfortable managing both people and multiple responsibilities
- Proactive and responsive, with strong follow-through
- Comfortable holding customers accountable for payment
- Takes ownership and does not wait to be told what to do
Important Note
While this role includes accounts payable and administrative responsibilities, billing and accounts receivable performance is the top priority.
Join us to lead our finance team towards excellence! We value energetic professionals who are committed to precision, continuous learning, and fostering a collaborative environment. If you’re ready to contribute your expertise in accounting while advancing your career within a forward-thinking organization—apply today!
Pay: $21.00 - $34.00 per hour
Experience:
- QuickBooks: 3 years (Required)
- Accounting Management: 3 years (Preferred)
Ability to Commute:
- Verona, PA 15147 (Required)
Work Location: In person
