Billing Administrative Assistant

Atlantic Detroit Diesel Allison•Lodi, NJ

9d•$29 - $35

About The Position

The Billing Administrative Assistant provides administrative support to the Lodi branch’s Service business by ensuring customer invoices are submitted accurately and on time. The role collects and organizes supporting documentation, obtains purchase orders and required backup, submits invoices through customer portals and other channels, monitors aging accounts, and communicates with customers about payment status. It supports positive customer relationships and company cash flow objectives. The position also assists with billing inquiries, discrepancy resolution, receivables reporting, customer record maintenance, and general departmental administration. It works with Service, Parts, Operations, and Accounting teams to gather information needed for invoice processing and payment collection. The pay range is $29.00–$35.00 per hour.

Requirements

High school diploma or GED.
Two to five years of administrative, billing, accounts receivable, collections, or customer service experience.
Strong attention to detail and commitment to accuracy.
Excellent verbal and written communication skills.
Ability to build professional relationships with customers and internal stakeholders.
Strong organizational and time-management skills.
Ability to manage multiple priorities and follow through on open issues.
Problem-solving and analytical skills to research invoice and payment discrepancies.
Ability to work independently with a high level of accountability.
Customer-focused approach and professional collections and follow-up skills.
Proficiency in Microsoft Office applications, including Outlook, Excel, Word, and Teams.

Nice To Haves

Associate degree or some college.
Experience working with customer billing portals and electronic invoice submission systems.
Experience in industrial, service, construction, transportation, or equipment service environments.
Experience with ERP systems such as Oracle or similar business systems.
Experience using customer portals, document management systems, and accounts receivable software.

Responsibilities

Review customer invoices for completeness and required supporting documentation before submission.
Obtain purchase orders, service reports, delivery receipts, timesheets, and other documents required for customer billing.
Submit invoices and supporting documentation through customer portals, email, or other customer-required systems.
Track invoice status and follow up with customers to confirm receipt and processing.
Contact customers regarding past-due invoices and obtain payment status updates.
Research and resolve billing discrepancies, missing documentation, and invoice rejections.
Maintain accurate records of customer communications, invoice submissions, payment commitments, and collection activities.
Monitor aging reports and identify invoices requiring follow-up.
Coordinate with Service, Parts, Operations, and Accounting teams to gather information for invoice processing and payment collection.
Assist customers with invoice-related questions and requests for additional billing documentation.
Prepare routine reports on outstanding receivables, collection activity, and invoice status.
Maintain customer files and records in company systems and ensure data accuracy.
Support departmental administrative activities, including correspondence, document preparation, filing, and report generation.
Provide additional administrative and accounts receivable support as assigned.