Billing Admin

Vecta Environmental Services • Pasadena, TX

9d • Onsite

About The Position

We are seeking a detail-oriented, customer-service-focused individual to support our Industrial Services Division in Pasadena, TX as a Billing Admin / Front Desk professional. This hybrid role is the “face of the office” for both our internal teams and our external clients: you will greet visitors, answer phones, manage front-desk operations, and take ownership of billing, invoicing, accounts receivable and customer-facing administrative tasks. You’ll be a key partner in helping the business run smoothly, efficiently and professionally.

Requirements

• High school diploma or equivalent; associate degree or coursework in accounting/finance preferred.
• Minimum 2–4 years of billing or front-desk/administrative experience, ideally in industrial services, manufacturing or construction-service environment.
• Strong proficiency with Microsoft Office (Excel, Word, Outlook); familiarity with ERP/accounting systems a plus.
• Excellent verbal and written communication skills; professional phone etiquette and customer-facing demeanor.
• Highly organized, able to prioritize multiple tasks, meet deadlines and operate independently in a fast-paced environment.
• Basic knowledge of accounts receivable, invoicing, cash posting and reconciliation.
• Ability to maintain confidentiality and handle sensitive information with discretion.

Nice To Haves

• Previous experience in industrial services, field-services or multi-site operations.
• Familiarity with billing systems, job costing, purchase orders and job number set-up.
• Experience working collaboratively with operations, finance and customer service teams.

Responsibilities

• Serve as first point of contact for visitors and callers; greet guests, direct calls, maintain lobby reception area.
• Manage incoming and outgoing mail, shipments, deliveries and courier service.
• Maintain calendar and scheduling for conference rooms, meetings, and external/in-house appointments.
• Prepare and issue customer invoices, track accounts receivable, follow up on past-due balances and escalate as needed.
• Post cash receipts, allocate payments, reconcile unapplied cash, coordinate with accounting team.
• Set up new customer accounts in the system, maintain accurate billing data, update customer master files.
• Handle front-desk administrative tasks: data entry, filing, scanning, general office organization, ordering supplies.
• Provide billing support to the division: prepare monthly billing summaries, assist with month-end close duties, collaborate with operations and finance teams.
• Respond to internal/external billing and customer service inquiries in a timely, professional manner.
• Assist with ad hoc administrative projects as assigned (reports, spreadsheets, process improvement, system support).
• Maintain strong confidentiality of financial and customer information; comply with company policies and procedures.

Benefits

• Comprehensive health, dental and vision insurance
• Voluntary supplemental benefits (accident, critical illness, hospital indemnity) and financial wellness programs
• Retirement savings plan
• Paid time off, holidays and potential additional leave programs
• Opportunities for growth and development within our expanding Industrial Services business
• Professional and friendly work environment in a growing division
• And other benefits consistent with industry-leading practice and our commitment to our team

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED