Administrative & Invoicing Coordinator

Total Safety U.S., Inc.; Midland (TX); On-site; USD 36,000 - 48,000; Full time

Job summary

Total Safety U.S., Inc. is seeking a Business Administrator in Midland, TX to provide basic administrative and clerical support to a department. The role supports invoicing, payment collection, and reporting while coordinating meetings, travel, and communications across teams.

The ideal candidate will have experience in billing, strong MS Office skills, attention to detail, and the ability to handle multiple tasks. Salesforce experience is a plus for maintaining estimating opportunities.

Qualifications

• Experience billing and invoicing clients.
• Progressive, related experience with knowledge of departmental function, procedures, terminology, and interrelationships.
• Above average communication & interpersonal skills required to interact with multiple internal, external & executive contacts.
• PC skills with proficiency with MS Office and other function-specific specialized software programs.
• Ability to pay close attention to details and present good planning, organization, and time management skills.

Responsibilities

• Performs basic clerical and administrative duties for assigned department.
• Responsible for invoicing the client
• Maintaining accurate and complete support for invoicing
• Collection of payments for invoices
• Creates, runs, and distributes standard periodic reports, communicates follow-up requirements and to summarize reports, etc. Maintains organized computer and/or hard copy files for easy identification and retrieval.
• Assists others in office as needed including providing back-up reception.
• Plans, coordinates, and decides for on-site and off-site meetings conferences and dedicated events. Coordinates scheduling, travel for attendees, meeting materials, AV, and catering arrangements.
• Ensures accurate and timely communication with the parties involved.
• Uses salesforce experience to maintain some estimating opportunities within the software.
• Answer Phones/Direct Customers to appropriate departments when visiting
• Forward Billing Paperwork to the Regional Billing Department daily
• Monitor reports to ensure all paperwork is forwarded
• Escalate any paperwork issues to the Operation/Department Manager
• Collect Payroll Data and turn in to Payroll Dept every week
• Assist in monthly revenue accruals
• Prepares documents, correspondence and reports as directed. Proofreads for grammar and spelling. Copies, binds, and distributes as directed.
• Enters data to maintain and update various databases and spreadsheets. Ensures data integrity by verifying input and calculations.
• Use standard templates for regular departmental activities, reports, and presentations to maximize efficiency and reduce turnaround time.
• Assists others by furnishing information and helping with basic problem resolution. Answers questions via phone or email and provides accurate and timely information. Takes accurate phone and verbal messages and ensures that messages are communicated in a timely manner.

Skills

Billing & Invoicing

Communication & Interpersonal Skills

MS Office & Data Management

Teamwork

Attention to detail

Education

High school diploma or GED + associate degree

Tools

Salesforce

Job description

Total Safety U.S., Inc. is seeking a Business Administrator in Midland, TX to provide basic administrative and clerical support to a department. The role supports invoicing, payment collection, and reporting while coordinating meetings, travel, and communications across teams.

The ideal candidate will have experience in billing, strong MS Office skills, attention to detail, and the ability to handle multiple tasks. Salesforce experience is a plus for maintaining estimating opportunities.