Data Entry & Billing Coordinator

Thompson Hanson, Inc; Bellaire (TX); On-site; USD 35,000 - 52,000; Full time

Job summary

Thompson Hanson, Inc. is seeking a Data Entry & Billing Coordinator to support the Landscape Billing Department responsible for billing about 300 customers across Houston and Austin.

You will enter daily timesheets, process vendor bills, and coordinate PO documentation in a fast-paced environment. The ideal candidate is detail-oriented, organized, and comfortable with high-volume tasks, month-end reconciliation, and accurate invoicing.

Qualifications

• 1–2 years of experience in data entry, billing, accounting support, or a similar administrative role.
• High accuracy with strong attention to detail in data entry.
• Ability to manage high-volume tasks and meet deadlines.
• Familiarity with purchase orders, vendor invoices, and job-costing concepts preferred.
• Proficiency in Excel and ERP systems; landscape or construction billing a plus.
• Strong written and verbal communication and organizational skills.

Responsibilities

• Enter daily timesheets for 20 landscaping crews into the ERP system with accurate crew and customer assignments.
• Process and enter vendor bills for all departments with correct G/L and customer codes.
• Finalize customer invoices including labor, materials, and subcontract costs.
• Perform month-end reconciliation and ensure COGS entries are allocated correctly.
• Calculate and report department labor utilization monthly.
• Coordinate with operations and billing to ensure complete, accurate documentation.
• Communicate missing information or discrepancies to the relevant teams.
• Maintain organized digital and physical records for audit readiness and reporting.

Skills

Data entry

Billing

Attention to detail

Time management

Excel

ERP systems

Tools

ERP system

Microsoft Excel

General ledger software

Job description

The Data Entry & Billing Coordinator plays a key role in supporting the Landscape Billing Department, which manages billing for approximately 300 customers across Houston and Austin. This position is responsible for accurately entering daily timesheets, processing vendor bills, coordinating purchase order documentation, and assisting with invoice finalization and month-end reconciliation. The ideal candidate is detail-oriented, organized, and comfortable working in a fast-paced, high-volume environment.

KEY RESPONSIBILITIES

Daily & Weekly Tasks

• Enter daily timesheets for 20 landscaping crews into the ERP system, ensuring the correct crew member and customer are selected for each entry.
• Process and enter vendor bills for all three landscaping departments, verifying the appropriate general ledger (G/L) account and customer account codes are applied.

Monthly Tasks

• Finalize customer invoices, ensuring all labor, materials, and subcontract costs are accurately captured and billed.
• Perform month-end reconciliation, including verification that all cost of goods sold (COGS) entries have been properly allocated and charged.
• Calculate and report labor utilization rates by department on a monthly basis.
• Coordinate with operations and billing teams to ensure all required documentation is complete, accurate, and submitted on time.
• Proactively communicate missing information, discrepancies, or billing issues to the appropriate team members.
• Maintain organized digital and physical records to support audit readiness and internal reporting requirements.

QUALIFICATIONS

• 1–2 years of experience in data entry, billing, accounting support, or a similar administrative role.
• Strong attention to detail with a proven track record of high accuracy in data entry.
• Ability to manage high-volume tasks and consistently meet daily and weekly deadlines.
• Familiarity with purchase orders, vendor invoices, and job-costing concepts preferred.
• Proficiency in Microsoft Excel and accounting or ERP systems; experience with landscape or construction billing is a plus.
• Strong written and verbal communication skills with excellent organizational abilities.

WORK ENVIRONMENT & SCHEDULE

• Full-time, non-exempt position.
• Standard business hours with potential for increased workload during month-end close periods.
• Collaborative team environment working closely with both the Accounting and Landscape Billing departments.