Clerical Assistant

Description:

We are seeking a highly organized and detail-oriented Clerical Assistant / Office Clerk to support the administrative and accounting functions of our office. This role will focus on invoice entry and distribution, account tracking, and project reporting, along with other general office duties. The ideal candidate is dependable, proactive, and able to manage multiple priorities in a fast-paced environment.

Requirements:

Key Responsibilities:Invoice & Billing Duties:

• Enter invoices accurately into QuickBooks (or designated accounting software).
• Generate and email or mail invoices to customers in a timely manner.
• upload digital and physical records of all reports
• Follow up on outstanding invoices as needed.

Account & Project Tracking:

• Cross-check accounts to ensure all services rendered are billed and completed.
• Track open work orders or jobs to verify that all required tasks have been performed.
• Confirm that technicians or field workers have submitted required documentation.
• Communicate with the field team to resolve discrepancies in job completion or reporting.

Reporting & Documentation:

• Ensure all service reports, inspection forms, and relevant documents are uploaded to the correct system or file location.
• Maintain organized electronic filing systems for easy retrieval of job-related reports and customer files.
• Assist in preparing summary reports for management on work completed, outstanding issues, or billing status.

Clerical & Administrative Support:

• Answer phones, respond to customer inquiries, and route calls/messages appropriately.
• Communicate with scheduling team on follow-ups for field service staff.
• Perform data entry, scanning, photocopying, filing, and document preparation
• Provide administrative support to management and other departments as needed.