Billing Administrative Assistant

Kirby Corporation•Lodi, NJ

About The Position

The Billing Administrative Assistant provides administrative support to the Lodi branch’s Service business, 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 systems, monitors aging accounts, and communicates with customers about payment status. It supports positive customer relationships and company cash flow objectives. The position also coordinates with Service, Parts, Operations, and Accounting teams; assists customers with invoice-related questions; maintains accurate customer and billing records; prepares routine receivables and invoice-status reports; and supports other departmental administrative and accounts receivable activities as assigned. The listed pay range is $29.00–$35.00 per hour.

Requirements

High school diploma or GED required.
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 while maintaining accountability.
Customer-focused approach with 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 to ensure required information and supporting documentation are complete before submission.
Obtain purchase orders, service reports, delivery receipts, timesheets, and other documents needed for customer billing.
Submit invoices and supporting documentation through customer portals, email, or other required systems.
Track invoice status and follow up with customers to confirm receipt and processing.
Contact customers about past-due invoices and obtain payment status updates.
Research and resolve billing discrepancies, missing documentation, and invoice rejection issues.
Maintain 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 billing support 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.