Billing and Administrative Support Specialist

Primary Objective

The Billing and Administrative Support Specialist supports the Accounting department, with a primary focus on invoicing, filing, and collections. This role is well organized, works independently with little supervision, maintains a positive attitude, contributes positively in a team environment, and is comfortable working in a fast-paced industry with short timelines.

Duties and Responsibilities

Invoicing & Billing

• Generates invoices using QuickBooks software.
• Ensures invoices are generated in a timely manner.
• Processes credit card transactions.

Collections

• Performs invoice collections, following up on outstanding balances as needed.
• Document & Records Management
• Handles filing, copying, and scanning of documents.

Administrative Support

• Supports small projects and performs other administrative duties as assigned or requested.

Requirements

Required Skills and Abilities

• High degree of accuracy and attention to detail.
• Ability to work both collaboratively and independently.
• Proficient in Microsoft Office Suite and Google applications; QuickBooks experience required.
• Strong multi-tasker; able to manage competing priorities in a fast-paced environment with short timelines.
• Reliable in work and attendance; comfortable working with little supervision.
• Clear written and verbal communication skills, particularly for collections follow-up; positive attitude and a strong team contributor.

Education and Experience

• High school diploma or equivalent required; additional coursework in accounting or business administration preferred.
• 1+ years of experience in billing, invoicing, accounts receivable, or a related administrative role preferred.
• Experience with QuickBooks and credit card payment processing a plus.

Physical Requirements

• Prolonged periods of being on feet, kneeling, and bending.
• Must be able to lift up to 35 pounds.
• Frequent use of hands for keyboard operation, filing, and document handling.

Work Environment

• Office-based in Livermore, CA; standard business hours with occasional flexibility during high-volume billing periods.
• Fast-paced environment with short timelines and shifting priorities; works closely with the Accounting team and interfaces with customers regarding invoicing and collections.