Billing Office Specialist

RoadSafe Traffic Systems; Humble (TX); On-site; USD 40,000 - 60,000; Full time

Job summary

RoadSafe Traffic Systems, Inc. in Humble, TX is hiring an Office Specialist to manage accounts receivable and payable, invoicing, and related billing tasks.

The role requires strong MS Outlook/Excel/Word skills and attention to detail, with experience in billing software such as Vista and TCR. You will set up jobs, dispatch field tickets, manage customer pricelists, reconcile accounts, and support onboarding while ensuring timely payroll and safe work practices in a fast-paced construction

Qualifications

• 3-5 years of administrative experience required; construction industry experience is a plus.
• Strong verbal, written and interpersonal skills.
• Attention to detail to ensure invoices are error-free and payments are applied correctly.
• Proficiency in using billing software and accounting systems is essential for processing invoices, payments, and reconciling accounts accurately.
• Strong numerical skills and the ability to analyze financial data are necessary to identify discrepancies, resolve billing issues, and provide accurate reports.
• Ability to work in a fast-paced construction office environment.
• Proficient in MS Outlook, Excel and Word as well as skilled use of office equipment.
• Knowledge of Vista and TCR software a plus.

Responsibilities

• Handle accounts receivable and payable processing, including invoicing and payments.
• Set up jobs in the TCR system and dispatch tickets to field technicians for daily rental set-ups and flagging operations.
• Add and manage customer pricelists in TCR.
• Review work tickets daily to ensure timely documentation.
• Process police detail requests and payments promptly.
• Ensure payroll-related Viewpoint job numbers are entered timely.
• Perform daily, weekly or monthly invoicing of rentals, lane closures, and flagging operations.
• Enter data and invoicing into customer portals for tracking and reporting.
• Scan checks and record deposits using Vista system; process credit card payments.
• Prepare sales quotes and handle related billing tasks; track purchase orders.
• Manage Accounts Receivable and Accounts Payable processes, monitor overdue accounts, and follow up on payments.
• Reconcile accounts regularly and resolve discrepancies in A/R and A/P.
• Assist with New Hire Orientation as a backup Onboarder.
• Maintain safety and adhere to company policies; support team goals.

Skills

Administrative experience

Detail oriented

Financial data analysis

Communication

Tools

Vista

TCR

Billing software

MS Outlook

Excel

Word

Job description

At Roadsafe Traffic Systems, we ensure road safety and efficiency through top-quality traffic management. We seek motivated individuals passionate about creating safer road environments. Join us to play a key role in maintaining traffic flow during construction, maintenance, and events. We offer training, career growth, and a supportive work environment. Whether you're new or experienced, explore our opportunities and start an exciting career with us!

FAQs

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Where You Belong

My overall experience has been very positive. It’s clear that the employees are passionate about their work and are committed to fostering a positive environment for everyone. The team dynamic is highly supportive, with all departments readily making time to address any questions or concerns. Safety is a top priority, with frequent emails containing tips and videos to keep us aware of potential hazards in our daily routines. The branch manager exemplifies an open-door policy, being consistently accessible and offering positive, constructive feedback. He’s also committed to providing the resources I need to succeed.

From the moment I was contacted by the hiring staff, my experience has been nothing but positive. The team dynamic in the sign shop is one of the best I’ve encountered—we work so well together that we’ve become more like family. We regularly discuss safety, with weekly topics and quarterly meetings, and constantly brainstorm new safety measures to implement. The positive feedback from my supervisor and teammates is invaluable. The quality of our work is reflected in the signs we produce, which are used statewide to keep people safe on the roads.

What I enjoy most about working at RoadSafe is knowing that we contribute to the safety of our customers and the motoring public. It gives me a sense of pride to be part of something bigger than myself. Every day is different at RoadSafe—since we provide traffic control across three states, I’m constantly faced with new challenges and opportunities. Some days are fast-paced and demanding, while others are more laid-back, but each day I feel like we’re making a real impact by delivering the best traffic control solutions available. Jacob Casto, Operations Manager. West Virginia

You |

Location: Humble, TX

Job Id:5163

# of Openings:1

Classification: Non-Exempt

POSITION SUMMARY:The Office Specialist oversees critical office functions, with a focus on accounts receivable and payable. This role involves processing invoices, managing payments, and reconciling accounts using billing software, while ensuring accuracy and promptly resolving discrepancies. Additional duties include providing general office support. Success in this position requires proficiency in MS Outlook, Excel, Word, and office equipment, and strong organizational skills and attention to detail.

ESSENTIAL FUNCTIONS:

• Answering and directing incoming phone calls to the appropriate personnel or departments.
• Setup jobs in TCR system and electronically dispatch related tickets to field technicians to perform daily rental set-ups, traffic closures, and flagging operations.
• Add and Manage Customer Pricelists in TCR
• Reviewing and processing work tickets daily to ensure timely and accurate documentation.
• Handling police detail requests from Dispatch and payments in a timely manner.
• Ensuring all Viewpoint job numbers are entered timely, so they do not hinder payroll processing, making sure payroll is completed, and submitted on time each week
• Daily, Weekly or Monthly invoicing of daily rentals lane closures and flagging operations
• Entering data/ invoicing into customer portals as required for accurate tracking and reporting.
• Scanning of customer checks using banking software including recording the related deposits using the Vista system.
• Process and apply credit card payments efficiently and accurately.
• Prepare sales quotes and handle related billing tasks.
• Submit and track purchase order requests.
• Manage Accounts Receivable (A/R) by overseeing invoicing, monitoring overdue accounts, and following up on outstanding payments.
• Process Accounts Payable (A/P) by reviewing, coding, and processing vendor invoices to ensure timely payments.
• Reconcile accounts regularly to ensure accuracy and resolve discrepancies in A/R and A/P.
• Address and resolve billing-related inquiries or issues from clients or vendors.
• Managing the company’s cell phone inventory, including setting up and activating phones for new hires, and troubleshooting issues by coordinating with the designated contact for phones and apps.
• Serving as a backup to the Onboarder by assisting with tasks related to New Hire Orientation.
• Following all safety rules and regulations to maintain a safe work environment.
• Adhering to all company policies and procedures to ensure compliance and consistency.
• Performing other duties as assigned to support operational needs and team goals.

EDUCATION, EXPERIENCE AND SKILLS REQUIRED:

• 3-5 years of administrative experience required; construction industry experience is a plus.
• Strong verbal, written and interpersonal skills.
• Attention to detail to ensure invoices are error-free and payments are applied correctly.
• Proficiency in using billing software and accounting systems is essential for processing invoices, payments, and reconciling accounts accurately.
• Strong numerical skills and the ability to analyze financial data are necessary to identify discrepancies, resolve billing issues, and provide accurate reports.
• Ability to work in a fast-paced construction office environment.
• Ability to organize and prioritize workload to meet deadlines.
• Proficient in MS Outlook, Excel and Word as well as skilled use of office equipment.
• Knowledge of Vista and TCR software a plus.

EOE STATEMENT

RoadSafe is an Equal Opportunity Employer/including Disabled/Veterans