ADMINISTRATIVE ASSISTANT

Description

We are seeking a highly organized and detail-oriented Invoicing Administrative Assistant to join our dynamic invoicing team. This role plays a key part in supporting daily billing operations, ensuring accurate and timely invoice processing, data entry, and documentation management. The ideal candidate will communicate frequently throughout the day with installers, project teams, and internal stakeholders to verify job details, reconcile billing information, and support scheduling alignment as it relates to invoicing. This position requires the ability to work efficiently in a fast-paced environment, while maintaining a high level of accuracy and accountability. Strong time management skills, attention to detail, and the ability to communicate clearly with both internal teams and external clients are essential to success in this role. 

Requirements

· Accurately maintains database by entering new and updated customer and account information.

· Processes customer and account source documents by reviewing data for deficiencies.

· Correspond with field techs to ensure data is accurate.

· Plan and schedule jobs, projects, or tasks for various teams based on priorities, resource availability, and deadlines.

· Data entry, invoicing, and reporting, assist with the monthly billing process.

· Proactively manage tasks and prioritize responsibilities to ensure deadlines are met and projects are completed efficiently.

· Resolves minor processing problems; seeks assistance from supervisor or other appropriate staff for issues beyond immediate expertise. Verifies and logs the receipt of data and obtains any data that is missing.

· Answers phone directs calls to appropriate individuals and prepares messages.

· Copies, sorts, and files records related to office activities, business transactions, and other matters.

· Provide customer service by answering general questions about utility program qualifications and services.

· Maintain an up-to-date basic understanding of utility program guidelines and changing trends in a rapidly changing environment.

· Handles confidential material with discretion and professionalism.

· Participates in special projects and performs other office duties as required.

Employment Requirements

· High school degree required.

· Must have a minimum of two (2) years of relevant experience.

· Experience utilizing office productivity tools or databases including Microsoft Word, Excel and Outlook.

· Excellent verbal and written skills

· Pass all background and drug screens.

  Skills

· Must possess a high-level attention to detail and problem-solving skills

· Strong communications skills, both oral and written.

· Demonstrated experience preparing correspondence with accurate typing and spelling and thorough knowledge of grammar, sentence structure, and punctuation.

· Strong organization, time management, and prioritization skills

· Must demonstrate strong ethics, interpersonal skills, confidentiality, and the ability to effectively manage stress and engage in continuous learning.

Physical Demands

This is a largely sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary. This job operates in a clerical, office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Must be able to sit and work on a computer for extended periods of time.

Position Type and Expected Hours of Work

This is a full-time position. Typical workdays and hours are Monday through Friday, 8 hours per day. Occasional Saturdays may be required. 

Travel

No travel is expected for this position.

AAP/EEO Statement

Staples Energy (the “Company”) is an equal opportunity employer. All aspects of employment including the decision to hire, promote, discipline, or discharge, will be based on merit, competence, performance, and business needs. We do not discriminate based on race, color, religion, sex, gender, gender identity, gender expression, national origin, ancestry, physical disability, mental disability, age, medical condition, genetic information, marital status, military and veteran status, sexual orientation, or any other status protected under federal, state, or local law.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.