The Billing Administrative Assistant supports the billing team by ensuring accurate processing of work orders, time sheets, and invoices. This role requires strong attention to detail, an ability to reconcile field documentation with contract billing terms, and effective communication with both internal staff and external clients. |
Key Responsibilities: Billing & Invoicing - Review and process daily and weekly work orders, time sheets, and payroll logs from field crews.
- Validate logs against payroll reports, ensuring accuracy and completeness; follow up with General Foremen (GF) on discrepancies and obtain corrected logs as needed.
- Verify all supporting documentation is complete and uploaded; request missing items from GF or Estimating Arborist (EA).
- Combine individual billing documents into a single PDF file for bundling purposes.
- Prepare and maintain completion report spreadsheets based on Field Maps data.
- Move validated files from crew folders to the designated backup folders.
- Bundle finalized invoice packages and submit via email to the appropriate contact.
Administrative Support - Maintain organized digital and physical filing systems for work tickets, job codes, crew folders, and client communications.
- Provide administrative support to the billing team including document preparation and reporting.
- Generate and distribute routine reports.
Compliance & Quality Control - Monitor billing discrepancies and disputes; work with clients and internal teams to resolve issues promptly.
Communication & Coordination - Act as a liaison between field operations and billing team.
- Ensure all crew activity is properly documented and corresponds with payroll entries; verify that logs match reported work hours.
Qualifications: - High school diploma or equivalent required; Associate’s degree in business, accounting, or a related field preferred.
- 1–3 years of experience in billing, accounting, or administrative support; experience in vegetation management industries is strongly preferred.
- Proficient in Microsoft Office Suite (especially Excel).
- Strong attention to detail and ability to manage and reconcile large volumes of data.
- Excellent organizational, problem-solving, and communication skills.
- Familiarity with utility/contractor billing processes, including unit-based or Time and Material billing, is a plus.
All employment offers are contingent upon satisfactory passing of applicable drug screening and background checks EEO Statement: ArborWorks, LLC is an equal opportunity employer and all qualified candidates will receive consideration without regard to race, color, age, religion, sex (including pregnancy), sexual orientation, gender identity, national origin, veteran status, disability, genetic information, or any other characteristic protected by law. |
