Office Administrator & Billing Specialist

Office Administrator – Billing Support

Job Description The Office Administrator – Billing Support plays a key role in supporting daily operations by managing office administration, billing workflows, customer communication, and route-related documentation. This position ensures accurate and timely processing of payments and invoices, supports sanitation route coordination, and maintains clear communication with customers, drivers, and base personnel to enable smooth billing operations and consistent service delivery. Responsibilities

- Answer incoming calls and general office phone lines in a professional and courteous manner.
- Serve as the primary contact for the service driver base phone, responding promptly to driver needs and questions.
- Respond to customer inquiries regarding services, rentals, billing, and scheduling, providing clear and accurate information.
- Take credit card payments by phone and email in accordance with established company procedures and security standards.
- Perform daily billing activities and ensure all service tickets are closed when routes return.
- Enter check payments into NetSuite accurately and in a timely manner.
- Open, sort, scan, and distribute office mail to the appropriate recipients.
- Print and process customer account statements to support ongoing billing and collections activities.
- Assist with collections on past-due accounts by following company guidelines and maintaining professional communication.
- Support toilet route administration and coordinate closely with operations staff to keep route information current.
- Maintain accurate records related to routes, rentals, and services, and organize and file daily delivery and pickup tickets.
- Prepare quotes for sanitation rentals and services based on customer needs and company standards.
- Print daily rental contracts for outgoing units to ensure drivers have complete and correct documentation.
- Prepare and submit required paperwork for driver badge access to military bases and Newport News Shipyard.
- Track badge requests and coordinate follow-ups to ensure uninterrupted driver access to required facilities.
- Communicate regularly with operations staff to ensure all documentation and billing requirements are complete and aligned.
- Perform other administrative duties as assigned to support overall office and operational efficiency.

Essential Skills

- 1–2+ years of administrative or office experience in a professional setting.
- Experience with billing, invoices, payment processing, collections, and/or ERP systems.
- Basic proficiency with Microsoft Office applications, including Excel.
- Strong accuracy and attention to detail in handling financial and route-related documentation.
- Ability to manage multiple tasks, follow through on assignments, and meet daily deadlines.
- Professional verbal and written communication skills for interacting with customers, drivers, and base personnel.
- Ability to work collaboratively with operations staff and other team members.

Additional Skills & Qualifications

- Experience using NetSuite or similar ERP software.
- Background in construction, sanitation, or public works environments.
- Ability to prepare quotes and rental contracts based on service requirements.
- Comfort working with collections processes and past-due account follow-up.

Contact Me: Kaitland Clawson, Recruiter Practice Lead View my availability here: Book a Meeting LinkedIn Connect
Job Type & Location
This is a Contract to Hire position based out of Hampton, VA.
Pay and Benefits
The pay range for this position is $20.00 - $22.00/hr. Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors. Eligibility requirements apply to some benefits and may depend on your job
classification and length of employment. Benefits are subject to change and may be
subject to specific elections, plan, or program terms. If eligible, the benefits
available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)
Workplace Type
This is a fully onsite position in Hampton,VA.
Application Deadline
This position is anticipated to close on Oct 6, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.