Billing and Administrative Support Specialist

Description

$21-$23 per hour to start.  Full Benefit package including, Medical/Dental, Vision, Life and LTD insurance.  401(K) with a 6% match, 3 weeks of PTO and 10 Holidays.

Invoicing and Billing

• Prepares and issues customer invoices for shipped and delivered orders in QuickBooks (and in the ERP system upon implementation), matching each invoice to the sales order, customer purchase order, quotation, and packing slip or bill of lading.

• Bills partial shipments, backorders, freight, and approved change orders accurately and within the established billing timeline.

• Verifies pricing, quantities, sales tax, and customer tax-exempt or resale certificates before invoices are issued, and refers discrepancies to Sales or Project Administration.

• Submits invoices through customer billing portals and follows customer-specific billing requirements, such as purchase order references, job numbers, and required backup documentation.

• Prepares progress and retention billings on assigned projects in accordance with contract and customer requirements.

Billing Corrections and Credits

• Researches billing errors and customer billing questions, and prepares credit memo and rebill requests with supporting documentation for review and approval by the Billing Supervisor.

• Issues approved credit memos and corrected invoices, and documents the reason for each change in QuickBooks, and in the ERP system upon implementation.

Payment Processing

• Processes customer credit card payments accurately and on time in accordance with established procedures.

• Protects customer payment information in accordance with company payment card security procedures and does not record or store full card numbers outside approved systems.

Collections and AR Support

• Provides invoice copies, proof of delivery, and backup documentation to customers and the AR / Collections team to support timely payment.

• Responds to customer billing inquiries and refers payment, dispute, and collection matters to the AR / Collections team in accordance with established procedures.

• Shares the project and customer information gathered during billing that the AR / Collections team needs for preliminary notices and lien tracking.

Records and Reporting

• Files, scans, and maintains invoices, signed delivery tickets, and supporting documents in accordance with company record retention procedures.

• Prepares unbilled order and billing activity reports as assigned.

• Supports month-end close by confirming that shipped orders are billed within the period, and assists with year-end audit requests as assigned.

Process and Team Support

• Follows documented billing procedures and suggests improvements to the Billing Supervisor.

• Provides coverage for other team members during absences so invoices are issued on time.

• Supports small projects and performs other administrative duties for the Accounting department as assigned.

• Performs other related duties as assigned.

Equal Employment Opportunity

JAM Services is an equal opportunity employer committed to creating an inclusive workplace where all employees are valued and respected.

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

• Ability to sit or stand for extended periods while working at a computer.
• Frequent use of hands and fingers for computer, phone, and administrative tasks.
• Ability to move about the office as needed.

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.

$21-$23 per hour to start