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Job description
Front Office & Billing Coordinator
Gateway Service Group • Dayton, OH
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 Summary
The 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.
NetSuite experience.
Positive, can-do attitude and a team-first orientation.
Preferred Qualifications Prior accounts-receivable or invoicing ownership in a services or trades environment.
Additional Information
This job description is not designed to cover orcontaina comprehensive list of activities, duties, or responsibilitiesrequired ofthe employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Worksite address
dayton, OH, 45444, US
Who can apply
Review the original listing for work authorization, qualifications and employer requirements.