Administrator, Branch Office and Billing

Certus Pest, Inc.; San Jose, Northern (CA, KY); Hybrid; USD 55,000 - 85,000; Full time

Job summary

Certus Pest, Inc. is seeking a Branch Office and Billing Administrator to ensure accurate billing, AR, and financial close support while serving as a trusted resource for branch leadership and customers.

You will manage billing for ~45 accounts, process autopay, monitor credit card declines, and assist with payroll and onboarding documentation, driving timely cash flow and customer satisfaction. This role requires strong attention to detail, proficiency with Office tools, and the ability to

Qualifications

• Experience in branch administration, billing, accounts receivable, or a similar broad administrative role.
• Ability to manage financial transactions, reconciliations, customer records, and deadline-driven workflows with accuracy.
• Proficiency with Microsoft Office; able to learn and navigate billing, customer management, payroll, ticketing, and purchasing systems.

Responsibilities

• Own monthly billing and FieldRoutes financial close activities, including coupon and bad debt review, customer-specific invoicing, check posting, purchase order maintenance, and Coupa onboarding and updates.
• Manage daily accounts receivable activity by processing autopay batches, reviewing credit card declines, preparing weekly collections reports, and completing follow-up actions to secure payment or escalating service holds.
• Manage special invoicing for approximately 45 accounts, including VIP customers, longstanding clients, key commercial accounts, and customers who refer new business. Maintain individual billing requirements, contracts, insurance certificates, billing contacts, subscription setup, and onboarding documentation with accuracy, responsive service, and consistent follow-through.
• Proactively support customer service, field operations, sales, and leadership; recognize where help is needed and step in to address urgent issues while meeting core deadlines. Resolve FieldRoutes issues, monitor action channels, manage Amazon Business purchasing and county licensing, and provide backup for scheduling, customer calls, sales, and retention.
• Prepare accurate technician, CSR, and manager bonus calculations for payroll processing.

Skills

Billing & AR

Accounts receivable

Microsoft Office

Billing systems

Tools

FieldRoutes

Coupa

Zendesk

Amazon Business

Job description

Description

Branch Office and Billing Administrator

Purpose

Ensure accurate branch billing, accounts receivable, financial close support, and administrative execution while serving as a trusted resource for branch leadership and commercial customers. This role protects revenue, strengthens the customer experience, and keeps critical branch workflows moving with accuracy and urgency.

Key Contributions

• Own monthly billing and FieldRoutes financial close activities, including coupon and bad debt review, customer-specific invoicing, check posting, purchase order maintenance, and Coupa onboarding and updates.
• Manage daily accounts receivable activity by processing autopay batches, reviewing credit card declines, preparing weekly collections reports, and completing follow-up actions to secure payment or escalating service holds.
• Manage special invoicing for approximately 45 accounts, including VIP customers, longstanding clients, key commercial accounts, and customers who refer new business. Maintain individual billing requirements, contracts, insurance certificates, billing contacts, subscription setup, and onboarding documentation with accuracy, responsive service, and consistent follow-through.
• Proactively support customer service, field operations, sales, and leadership; recognize where help is needed and step in to address urgent issues while meeting core deadlines. Resolve FieldRoutes issues, monitor action channels, manage Amazon Business purchasing and county licensing, and provide backup for scheduling, customer calls, sales, and retention.
• Prepare accurate technician, CSR, and manager bonus calculations for payroll processing.

Success Metrics

• Complete monthly FieldRoutes close, billing, reconciliations, and required reporting accurately and within established deadlines.
• Process daily customer payments, credit card activity, billing tickets, and action items with timely follow-up and complete documentation.
• Maintain accurate commercial account setup, purchase orders, contracts, insurance certificates, and billing contacts with minimal preventable rework or customer escalation.
• Submit bonus and overtime calculations to Payroll accurately and by the communicated processing deadlines.
• Keep all required county Agricultural Commissioner licenses active and complete branch purchasing, recruiting, onboarding, and training support within agreed timelines.

Growth Impact

• Accelerates cash collection and protects revenue through accurate billing, disciplined collections follow-up, and timely close activities.
• Strengthens commercial account retention by providing responsive, knowledgeable support to VIP customers and resolving billing or proposal needs quickly.
• Improves branch scalability by maintaining reliable administrative processes, accurate systems, and consistent operational support.
• Reduces payroll, compliance, and onboarding risk through accurate calculations, current licensing, and organized employee support processes.

Capabilities & Strengths

• Accuracy and Ownership - Manages sensitive financial and operational work with strong attention to detail, follow-through, and accountability.
• Customer and Team Partnership - Communicates professionally with commercial customers, branch leaders, Accounting, Payroll, Talent Acquisition, and field teams to keep work aligned and moving.
• Prioritization and Problem-Solving - Balances recurring deadlines, daily service needs, and unexpected issues while using sound judgment and escalating appropriately.

Requirements

Required Qualifications

• Experience in branch administration, billing, accounts receivable, office operations, or a similarly broad administrative role.
• Demonstrated ability to manage financial transactions, reconciliations, customer records, and deadline-driven workflows with accuracy.
• Proficiency with Microsoft Office and the ability to learn and navigate billing, customer management, payroll, ticketing, and purchasing systems.

Preferred Qualifications

• Experience with FieldRoutes, Coupa, Zendesk, Microsoft Teams, Amazon Business, or comparable platforms.
• Experience supporting commercial customer accounts, collections, payroll inputs, recruiting coordination, or employee onboarding and training.
• Experience in pest control, home services, route-based services, or another field-based branch environment.