Front Office & Billing Coordinator

Front Office & Billing Coordinator 
Gateway Service Group  •  Dayton, OH 
Department: Executive Office / Administration 
Reports to: General Manager 
FLSA Classification: Non-Exempt (Hourly) 
Schedule:  Monday–Friday, 8:00 AM – 5:00 PM, on-site 
Compensation:   $22.00 – $26.00/hour , commensurate with experience 
Position Summary  
The Front Office & Billing Coordinator is the welcoming face of the office and a key back-office contributor responsible for accurate, timely invoicing of completed field work. This is a blended role: roughly half front-office and administrative support, half billing and invoicing. The right person is equally comfortable greeting a visitor, keeping the office running smoothly, and owning the invoicing of night bulk trash, maintenance jobs, and completed day-operations work in NetSuite. Reliability, discretion, and attention to detail are essential. 
Billing & Invoicing (Core Accountability)

- Invoice all completed work accurately and on time, including night bulk trash pickups, maintenance jobs, and completed work from the day-operations department.

- Enter, review, and reconcile billing data in NetSuite; identify and resolve discrepancies before invoices are issued.

- Coordinate with operations staff to confirm job completion and capture all billable work.

- Own and maintain accounts-receivable processes and collection efforts. Respond to routine billing questions.

- Assist with data entry and billing coordination in NetSuite and our service/routing software.
Front Office & Reception 
- Greet, assist, and direct visitors in a polite, professional manner.

- Answer, screen, and route phone calls; take and distribute messages.

- Receive and distribute incoming mail, packages, and courier deliveries; manage all outgoing mail.

- Announce vendor arrivals.
Office Operations & Administrative Support 
- Maintain office supply inventory: monitor stock, anticipate needs, and place/expedite orders.

- Ensure operation of office equipment (copiers, water dispenser, postage meter); coordinate repairs and maintain equipment inventory.

- General office cleaning to include sweeping, mopping, dusting, etc.

- Assist the General Manager and Operations Manager with scanning, projects, and other duties as assigned. 
Required Qualifications 
- Strong time-management skills and the ability to prioritize in a fast-paced environment.

- Computer literacy: Microsoft 365, Teams , Word, Excel, and Outlook; Ability and willingness to learn other apps and software as needed.

- Professionalism, discretion, and strict confidentiality.

- Clear, professional communicator; customer-service experience a plus.
 
- NetSuite experience. 
 
- Positive, can-do attitude and a team-first orientation.
Preferred Qualifications 
- Prior accounts-receivable or invoicing ownership in a services or trades environment.

Additional Information  
This job description is not designed to cover or contain a comprehensive list of activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.