Office Administrator

Office Administrator

We are seeking a detail-oriented and organized Office Administrator with experience in billing to manage office operations and oversee all aspects of the billing process. In this role, you will serve as the backbone of our administrative function, ensuring efficient workflows while maintaining accurate and timely invoicing and payments. You will collaborate closely with internal teams and external clients, contributing directly to operational efficiency and financial accuracy.

Key Responsibilities

Office Administration:

• Oversee and maintain office operations, including organizing files, supplies, and communication systems.
• Support day-to-day administrative tasks such as scheduling meetings, maintaining records, and responding to correspondence.
• Handle incoming and outgoing communications, ensuring accurate message relay to relevant stakeholders.
• Maintain and update office policies and procedures to improve overall efficiency.

Billing and Invoicing:

• Prepare and distribute accurate invoices to clients in a timely manner.
• Process and track payments, ensuring they align with contractual agreements and deadlines.
• Monitor accounts receivable and follow up on overdue payments by coordinating with clients or collections teams.
• Collaborate with finance and accounting departments to reconcile discrepancies and ensure all billing transactions are accurate and complete.
• Review contracts and ensure billing aligns with negotiated terms.

Reporting and Documentation:

• Maintain and update detailed billing records, including logs of payments, outstanding balances, and related correspondence.
• Generate financial and operational reports for management as needed.
• Assist in budget tracking and expense reporting to support financial planning activities.

Communication and Collaboration:

• Act as the primary liaison between clients and internal teams for billing inquiries or disputes.
• Collaborate with internal finance, accounting, and operational staff to resolve issues and improve processes.
• Provide exceptional customer service to clients, addressing billing questions or concerns professionally.

Qualifications

• Proven experience in office administration or accounting roles, with a strong focus on billing.
• Proficiency in office software such as Microsoft Office (Word, Excel, Outlook). Familiarity with billing and accounting software (such as QuickBooks or SAP) is a plus.
• Excellent organization and time management skills, with a keen eye for detail.
• Strong communication and interpersonal skills, both written and verbal.
• Ability to multitask, prioritize workloads, and meet deadlines in a fast-paced environment.

Preferred Qualifications:

• Associate’s degree in Business Administration, Accounting, or a related field.

• Familiarity with CRM software or ERP systems.

• Basic understanding of financial compliance and regulations related to billing.

• Robert Half is the world’s first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.

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• All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information.

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