Administrative Assistant/Billing Specialist

Cogent Talent Solutions • Austin, TX

5d • Onsite

About The Position

This role involves managing accounts receivable, handling office and warehouse supplies, processing bids, and performing general office duties. The daily tasks include updating accounts receivable, sending invoices, monitoring past dues, and managing inventory. The position also requires assisting with bid processing, maintaining an organized office space, and handling confidential information. Flexibility is needed as new tasks may be added to the workload.

Requirements

• Must be fluent in both English & Spanish.

Responsibilities

• Ensure accounts receivable is updated daily.
• Send invoices for service contracts on the 15th and end of the month.
• Send one-time job invoices immediately following service completion.
• Send an accounts receivable aging report every Monday morning.
• Check and collect past dues weekly, following up until resolved.
• Reach out to and check on customers periodically throughout the week and month.
• Monitor the office phone while working.
• Count, record, and organize inventory in the warehouse and office each morning.
• Gather, approve, and file sales orders each morning or as they come in.
• Check inventory pricing with vendors monthly for review.
• Assist in processing bids and send for approval before finalizing.
• Send approved bids to the customer.
• Upload completed documents to the designated cloud storage folder.
• Keep the office space tidy, organized, and free of inappropriate items.
• Organize and upload job site pictures into clean and organized folders.
• Perform tasks as requested by management.
• Translate or proofread various documents as needed.
• Handle new tasks that are periodically added to the general workload.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed