Administrative Assistant

PROtect•Lincoln, NE

About The Position

PROtect, LLC is seeking a detail-oriented and organized Administrative & Billing Coordinator to support daily office operations at its Orlando, Florida location. The role provides administrative and billing support to operations, field personnel, project managers, and leadership. The ideal candidate has previous billing experience, strong organizational skills, and the ability to manage multiple priorities in a fast-paced environment. Experience in oil and gas, industrial services, inspection, or construction-related industries is a plus. The position handles customer invoicing and billing documentation, supports accounts receivable follow-up, and coordinates with operations and project managers to capture billable hours and expenses. It also provides general office and regional operations support, including employee documentation, scheduling, travel coordination, reporting, data entry, and office coordination. The coordinator serves as a point of contact for internal employees, customers, and vendors, and works closely with operations leadership and field personnel to help keep the Orlando office organized and running efficiently.

Requirements

Previous administrative experience is required.
Experience with Microsoft Excel, Outlook, and other Microsoft Office applications.
Strong attention to detail and organizational skills.
Ability to manage multiple tasks, meet deadlines, and work independently.
Strong written and verbal communication skills.
Ability to handle confidential employee and business information professionally.

Nice To Haves

Previous billing, invoicing, or accounts receivable experience is strongly preferred.
Experience in oil and gas, industrial services, inspection, or construction-related industries is a plus.
Familiarity with customer purchase orders, timesheets, service tickets, and project billing.
Experience with accounting, ERP, or workforce management software.
Proactive, dependable approach; takes ownership of work and enjoys supporting a team.

Responsibilities

Prepare, review, and process customer invoices accurately and in a timely manner.
Review timesheets, work orders, purchase orders, and supporting documentation for billing accuracy.
Assist with customer billing requirements and invoice submissions, and resolve billing discrepancies.
Track outstanding invoices and assist with accounts receivable follow-up.
Coordinate with operations and project managers to ensure billable hours and expenses are captured.
Maintain organized billing records and supporting documentation.
Provide general administrative support to the Orlando office and regional operations team.
Assist with employee onboarding paperwork, personnel records, and documentation.
Maintain employee files, training records, and required compliance documentation.
Assist with scheduling, travel arrangements, and field personnel coordination as needed.
Support managers with reports, spreadsheets, data entry, and other administrative tasks.
Assist with office supply management and general office coordination.
Serve as a point of contact for internal employees, customers, and vendors.