Why Join Our Team
At Lyles Services Co., a subsidiary of Lyles Construction Group, of we take pride in our employee and client-centric culture. Our employees and customers are at the forefront of everything we do and how we operate our business. Safety is our top priority and we work hard to ensure everyone goes home to their loved ones each day.
We are looking for ambitious individuals to join our team, who are passionate about their performance and who will continue to execute and believe in our core values of:
- Teamwork: We recognize our primary asset is our people. Mutual respect provides the foundation for our success.
- Integrity: Our work is performed with high standards of service, quality, and integrity and because of this, we have had the privilege to lead some of the most innovative projects in California.
- Commitment: We understand that lasting relationships are the lifeline of our business so we pay personal attention to our clients by focusing on them as collaborative partners.
If you are looking for a company who will value you and provide you with great employee benefits, training and development opportunities, career growth and the opportunity to be a part of something bigger, then Lyles Services Co. is right for you!
Job Purpose
The IT Administrative & Billing Coordinator is pivotal in our IT team, providing administrative, billing, and clerical support that keeps the department running smoothly. Reporting to the Chief Information Officer, this position manages billing transactions, reviews invoices, and maintains accurate financial documentation related to IT services, while also handling calendars, correspondence, and meeting logistics for the CIO and IT leadership team as needed. The role also handles day-to-day office and clerical functions for the department, including ordering and maintaining office and IT supplies. With a meticulous approach to detail, sound judgment, and strong communication skills, this position ensures the smooth, efficient, and well-organized operation of the IT department's administrative, financial, and clerical functions, ultimately contributing to the smooth functioning of our organization's IT infrastructure and services.
Essential Duties and Responsibilities
Essential duties and other responsibilities include but are not limited to the following:
- Serve as an administrative point of contact for the IT department, managing calendars, scheduling meetings, and coordinating appointments, including occasional direct scheduling support for the CIO.
- Prepare, proofread, and distribute correspondence and memos on behalf of the CIO and IT leadership team.
- Track and follow up on action items from IT department meetings and projects.
- Manage billing and invoicing processes for IT services, ensuring accuracy and timeliness in financial transactions.
- Review and reconcile invoices from vendors and service providers, verifying charges and ensuring compliance with contracts and agreements.
- Process purchase orders, expense reports, and other financial documents related to IT procurement and services.
- Collaborate with finance and accounting teams to resolve billing discrepancies and address payment inquiries.
- Order, receive, and maintain inventory of general office and IT department supplies and equipment, ensuring adequate stock levels within budget.
- Maintain organized, accurate IT department files, records, and documentation, both physical and electronic.
- Coordinate procurement activities for IT department purchases, obtaining quotes and comparing vendor pricing to optimize cost savings.
Qualifications
To perform this job successfully, an individual must be able to satisfactorily perform each essential duty. The requirements below represent the required knowledge, skill, and/or ability.
- Associate Degree or equivalent experience.
- 3+ years of experience in an administrative, executive support, and/or billing/accounts payable role, preferably supporting an IT department or senior-level executive.
- Strong calendar and time-management skills, with the ability to coordinate schedules and meetings across the department alongside competing priorities.
- Experience with billing and invoicing processes, preferably in an IT or finance-related role.
- Proficiency in Microsoft Office Products, including advanced calendar and email management in Outlook.
- Excellent communication and interpersonal skills, with the ability to work effectively with executives, vendors, and cross-functional teams.
- Detail-oriented with strong organizational skills and the ability to manage multiple tasks and priorities simultaneously.
Preferred Qualifications:
- Prior experience providing direct administrative support to a C-level executive or department head.
- Knowledge of IT procurement processes and vendor management best practices.
Certificates, Licenses, Registrations
- A valid California Driver’s License
Competencies
To perform the job successfully, an individual should demonstrate the following competencies:
Effective Communication: Ensures regular, consistent, and effective communication occurs. Ensures that important information is shared with others on time as appropriate in their organizational unit. Proactively keeps their manager informed on a regular basis about progress and problems to avoid surprises.
Collaboration: Develops, maintains, and strengthens partnerships with others inside or outside the organization who can provide information, assistance, and support. Recognizes and appreciates the business concerns and perspectives of others. Provides valuable and needed assistance and support to others.
Initiative: Identifies what needs to be done and acts before being asked or required. Does more than what is normally required in a situation.Seeks out others involved in a situation to learn their perspectives.
Thoroughness: Monitors the quality of one’s own work. Acts to verify information and checks the accuracy of own work. Develops and uses systems to organize and keep track of information or work progress. Organizes information or materials for others. Carefully reviews and checks the accuracy of information in work reports provided to management and others.
Conflict Management: Functions effectively under pressure and/or while experiencing rapidly changing or uncertain conditions. Maintains self-control and composure in the face of stress, opposition, or provocation. Effectively handles a variety of complex and difficult problems or tasks at once. Maintains a positive attitude under difficult circumstances. Quickly adapts and constructively reacts to unforeseen circumstances and setbacks, reducing their severity.
Personal Integrity: Develops and practices the highest ethical standards, exercising discretion and maintaining confidentiality of sensitive executive and department information.
Physical Requirements
The physical demands described here are representative of those that an employee must meet to successfully perform the essential functions of this job.
Physical Demands
While performing the duties of this Job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms; and talk and hear. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, and ability to adjust focus.
Work Environment
The work environment characteristics described here are representative of those encountered by an employee while performing the essential functions of this job.
Office: The noise level in the work environment is usually moderate.
This job description is not designed to cover or contain a comprehensive listing 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.
The Company is an Affirmative Action and Equal Opportunity Employer/Veterans/Disabled. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability. Equal Employment Opportunity Posters if you’d like to view a copy of the company’s affirmative action plan or policy statement, please email [email protected]. If you have a disability and you believe you need a reasonable accommodation in order to search for a job opening or to submit an online application, please e-mail [email protected] or call toll-free 559-441-1900.
This email and phone number is created exclusively to assist disabled job seekers whose disability prevents them from being able to apply online. Only messages left for this purpose will be returned. Messages left for other purposes, such as following up on an application or technical issues not related to a disability, will not receive a response.
Notice to Staffing Agencies
The Company will not accept unsolicited resumes from any source other than directly from candidates. Any unsolicited resumes sent to the Company, including via mailing address, fax machine, email, or directly to employees, will be considered the property of the Company. The Company will not pay any fee for placements resulting from unsolicited resumes. The Company will consider any candidate for whom an Agency has submitted an unsolicited resume to have been referred by the Agency free of any charges or fees.
Agencies must receive advance written approval from the Company’s recruiting representative before submitting resumes, and only in conjunction with a valid, fully executed contract for service and in response to a specific job opening. The Company will not pay fees to any Agency without such an agreement in place. Agency agreements must be in writing and signed by the Human Resources Representative or their designee; no other Company employee is authorized to enter into agreements regarding candidate placements on behalf of the Company. Please send any questions or concern to [email protected].
