Billing Accounts Receivable Administrative Assistant

Growing Engineering Firm in Carrollwood area; Tampa (FL); On-site; USD 42,000 - 55,000; Full time

Benefits offered by this job

Paid vacation/sick time

Paid holidays

Health coverage

Job summary

Growing Engineering Firm in Carrollwood area is seeking an Administrative Assistant / Accounts Receivable Clerk for our Tampa office. The role focuses on billing accuracy, QuickBooks maintenance, and timely client communication. Local candidates preferred for on-site work.

The ideal candidate will manage project setups, invoicing tasks, and data entry with strong attention to detail and organization. Full-time hours, benefits, and opportunities for growth are offered.

Qualifications

• QuickBooks experience preferred.
• Strong attention to detail.
• Accurate data processing skills.
• Clear written and verbal communications.
• Time management and organizational skills to coordinate and prioritize tasks.
• Intermediate user with Microsoft Office Suite.
• A team player with a positive attitude toward customers and co-workers.
• Conform with and abide by all company policies and work procedures.
• High School Diploma.

Responsibilities

• Set up new projects: verify invoicing contacts, create project folders, and register in tracking sheets.
• Keep QuickBooks billing details up to date (addresses, contacts, emails).
• Maintain passwords for third-party invoicing databases.
• Review monthly staff timesheets for Tampa office accuracy.
• Close completed projects in QuickBooks and update records.
• Collect data for invoices: time, vendor invoices, receipts, expenses.
• Prepare draft invoices and send to clients; issue final invoices monthly.
• Send weekly open invoices status report to management.
• Contact customers on outstanding invoices and disputes.
• Post customer payments in QuickBooks and manage subcontractor invoices/W-9s.
• Back up other admin tasks for the Tampa office.

Skills

QuickBooks experience

Attention to detail

Accurate data processing

Written and verbal communications

Time management

Microsoft Office

Team player

Policy compliance

Education

High School Diploma

Tools

QuickBooks

Microsoft Office Suite

Job description

Job Description

Job Description

Engineering firm in Tampa is now hiring for the position of Administrative Assistant / Accounts Receivable Clerk.

Qualifications

• QuickBooks experience preferred.
• Strong attention to detail.
• Accurate data processing skills.
• Clear written and verbal communications.
• Time management and organizational skills to coordinate and prioritize tasks.
• Intermediate user with Microsoft Office Suite.
• A team player with a positive attitude toward customers and co-workers.
• Conform with and abide by all company policies and work procedures.
• High School Diploma.

Responsibilities

• Complete new project set-ups (verify contact info. for invoicing, create billing/project folders, add new project to Excel spreadsheet for tracking purposes, add to Xerox copier list for invoicing purposes, create Task Billing Form for invoice tracking, request Certificate of Insurance from insurance broker)
• Ensure billing information for projects in QuickBooks is up-to-date (e.g., billing address, contact name/phone number/e-mail addresses)
• Maintain passwords for all 3rd party databases used to invoice specific projects
• Review staff timesheets monthly for accuracy (Tampa office).
• Close completed/inactive projects in QuickBooks (mark project as inactive in QBs, remove from Excel spreadsheet, Xerox copier list, and inactivate billing folder for project.)
• Collect all information needed to calculate invoices. (Employee time, vendor invoices/receipts, expense reports, mileage).
• Produce draft invoices for approval and submit final invoices monthly or as needed to our client companies.
• Send weekly A/R Report in Excel to management with status of open invoices.
• Contact customers for status of outstanding invoices and payments.
• Provide customer service and respond to customer inquiries regarding billing disputes and discrepancies.
• Post customer payments in QuickBooks.
• Enter subcontractor invoices, manage certificates of insurance, and W-9 information.
• Assist as backup in other administrative functions to our Tampa office.

Key Attributes

• Reliability.
• Flexibility.
• High attention to detail.
• Ability to multitask.
• Accuracy and speed in data entry.

We offer: Full-time employment, Monday through Friday, 8:00 am to 5:00 pm, paid vacation & sick time, paid holidays, paid employee health coverage and Life/Disability Insurance. Dental & Vision coverage and 401K available.

Local candidates only.

Company Description

Multi-disciplinary firm specializing in civil engineering, environmental science, land development, survey services, water supply, and water resource management.