Office Administrator & Billing Specialist

Office Administrator – Billing SupportThe Office Administrator – Billing Support plays a key role in supporting daily operations by managing office administration, billing workflows, customer communication, and route-related documentation. This position ensures accurate and timely processing of payments and invoices, supports sanitation route coordination, and maintains clear communication with customers, drivers, and base personnel to enable smooth billing operations and consistent service delivery.ResponsibilitiesAnswer incoming calls and general office phone lines in a professional and courteous manner.Serve as the primary contact for the service driver base phone, responding promptly to driver needs and questions.Respond to customer inquiries regarding services, rentals, billing, and scheduling, providing clear and accurate information.Take credit card payments by phone and email in accordance with established company procedures and security standards.Perform daily billing activities and ensure all service tickets are closed when routes return.Enter check payments into NetSuite accurately and in a timely manner.Open, sort, scan, and distribute office mail to the appropriate recipients.Print and process customer account statements to support ongoing billing and collections activities.Assist with collections on past-due accounts by following company guidelines and maintaining professional communication.Support toilet route administration and coordinate closely with operations staff to keep route information current.Maintain accurate records related to routes, rentals, and services, and organize and file daily delivery and pickup tickets.Prepare quotes for sanitation rentals and services based on customer needs and company standards.Print daily rental contracts for outgoing units to ensure drivers have complete and correct documentation.Prepare and submit required paperwork for driver badge access to military bases and Newport News Shipyard.Track badge requests and coordinate follow-ups to ensure uninterrupted driver access to required facilities.Communicate regularly with operations staff to ensure all documentation and billing requirements are complete and aligned.Perform other administrative duties as assigned to support overall office and operational efficiency.Essential Skills1–2+ years of administrative or office experience in a professional setting.Experience with billing, invoices, payment processing, collections, and/or ERP systems.Basic proficiency with Microsoft Office applications, including Excel.Strong accuracy and attention to detail in handling financial and route-related documentation.Ability to manage multiple tasks, follow through on assignments, and meet daily deadlines.Professional verbal and written communication skills for interacting with customers, drivers, and base personnel.Ability to work collaboratively with operations staff and other team members.Additional Skills & QualificationsExperience using NetSuite or similar ERP software.Background in construction, sanitation, or public works environments.Ability to prepare quotes and rental contracts based on service requirements.Comfort working with collections processes and past-due account follow-up.Job Type & LocationThis is a Contract to Hire position based out of Hampton, VA.Pay and BenefitsThe pay range for this position is $20.00 - $22.00/hr. Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.Eligibility requirements apply to some benefits and may depend on your job classification and length of employment.

Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:Medical, dental & visionCritical Illness, Accident, and Hospital401(k) Retirement Plan – Pre-tax and Roth post-tax contributions availableLife Insurance (Voluntary Life & AD&D for the employee and dependents)Short and long-term disabilityHealth Spending Account (HSA)Transportation benefitsEmployee Assistance ProgramTime Off/Leave (PTO, Vacation or Sick Leave)Workplace TypeThis is a fully onsite position in Hampton, VA.Application DeadlineThis position is anticipated to close on Oct 6, 2026.