Administrative Assistant/Billing Specialist

Cogent Talent Solutions•Austin, TX

6d•$45,000 - $55,000•Onsite

About The Position

This role involves a variety of daily tasks including managing accounts receivable, handling office and warehouse supplies, processing bids, and performing general office duties. The position requires attention to detail, organization, and the ability to manage multiple responsibilities effectively. Confidentiality and clear communication with management and customers are essential.

Requirements

Fluency in both English and Spanish.
Ability to update accounts receivable daily.
Proficiency in sending invoices according to schedule.
Skill in generating and distributing aging reports.
Capability to follow up on past due accounts.
Competence in customer outreach and communication.
Ability to monitor office phone.
Skills in inventory management and recording.
Proficiency in handling and filing sales orders.
Ability to check and compare inventory pricing with vendors.
Experience in bid processing and submission.
Ability to upload documents to cloud storage.
Skills in maintaining an organized office space.
Ability to organize and manage digital files (job site pictures).
Willingness to perform tasks as directed by management.
Understanding and adherence to confidentiality policies.
Translation and proofreading skills.

Responsibilities

Ensure accounts receivable is updated daily.
Send invoices for service contracts on the 15th and end of month.
Send one-time job invoices immediately following service completion.
Generate and send an accounts receivable aging report every Monday morning.
Check and collect past due accounts weekly, following up until resolved.
Periodically contact customers throughout the week and month.
Monitor the office phone while working.
Count, record, and organize inventory of warehouse and office supplies each morning.
Gather, approve, and file sales orders each morning or as they arrive.
Check inventory pricing with vendors monthly before finalizing.
Assist in processing bids and send for approval.
Send approved bids to the customer.
Upload completed bid documents to the designated cloud storage folder.
Maintain a tidy, organized, and appropriate office space.
Organize and upload job site pictures into designated folders.
Perform tasks as requested by management.
Maintain confidentiality of all information.
Translate or proofread various documents as needed.
Adapt to new tasks that are periodically added to the workload.