Front Office & Billing Coordinator

Gateway Service Group; Dayton (OH); On-site; USD 30,000 - 36,000; Full time

Job summary

Gateway Service Group in Dayton, OH, seeks a Front Office & Billing Coordinator to manage front-office duties and invoicing for field work. The role blends reception, administrative support, and billing in NetSuite, with emphasis on accuracy, timeliness, and confidentiality.

The position is on-site, Monday–Friday, 8:00 AM–5:00 PM, Non-Exempt, hourly compensation $22.00–$26.00 per hour, commensurate with experience. Strong organizational skills and teamwork are essential.

Qualifications

• Must manage time effectively in a fast-paced environment.
• Proficient with Microsoft 365 (Teams, Word, Excel, Outlook) and able to learn other apps.
• Demonstrates professionalism, discretion, and strict confidentiality.
• Clear, professional communication; customer-service experience a plus.
• Experience with NetSuite invoicing/billing is preferred.

Responsibilities

• Invoice all completed work accurately and on time, including night bulk trash pickups and maintenance jobs.
• Enter, review, and reconcile billing data in NetSuite; resolve discrepancies before invoicing.
• Coordinate with operations to confirm job completion and capture all billable work.
• Own accounts-receivable processes and collection efforts; respond to routine billing questions.
• Assist with data entry and billing coordination in NetSuite and routing software.
• Greet visitors, answer phones, manage mail and deliveries, and direct inquiries.

Skills

Time management

Microsoft 365

Professionalism

Discretion

Tools

NetSuite

Job description

Front Office & Billing Coordinator
Gateway Service Group • Dayton, OH
Department:ExecutiveOffice / Administration
Reports to:GeneralManager
FLSAClassification:Non-Exempt (Hourly)
Schedule:Monday–Friday,8:00 AM – 5:00 PM, on-site
Compensation:$22.00 – $26.00/hour,commensuratewith experience

Position Summary

The Front Office & Billing Coordinator is the welcoming face of the office and a key back-office contributor responsible for accurate, timely invoicing of completed field work. This is a blended role: roughly half front-office and administrative support, half billing and invoicing. The right person is equally comfortable greeting a visitor, keeping the office running smoothly, and owning the invoicing of night bulk trash, maintenance jobs, and completed day-operations work in NetSuite. Reliability, discretion, and attention to detail are essential.

Billing & Invoicing (Core Accountability)

• Invoice all completed work accurately and on time, including night bulk trash pickups, maintenance jobs, and completed work from the day-operations department.

• Enter, review, and reconcile billing data in NetSuite; identify and resolve discrepancies before invoices are issued.

• Coordinate with operations staff to confirm job completion and capture all billable work.

• Own and maintain accounts-receivable processes and collection efforts. Respond to routine billing questions.

• Assist with data entry and billing coordination in NetSuite and our service/routing software.

Front Office & Reception

• Greet, assist, and direct visitors in a polite, professional manner.

• Answer, screen, and route phone calls; take and distribute messages.

• Receive and distribute incoming mail, packages, and courier deliveries; manage all outgoing mail.

• Announce vendor arrivals.

Office Operations & Administrative Support

• Maintain office supply inventory: monitor stock, anticipate needs, and place/expedite orders.

• Ensure operation of office equipment (copiers, water dispenser, postage meter); coordinate repairs and maintain equipment inventory.

• General office cleaning to include sweeping, mopping, dusting, etc.

• Assist the General Manager and Operations Manager with scanning, projects, and other duties as assigned.

Required Qualifications

• Strong time-management skills and the ability to prioritize in a fast-paced environment.

• Computer literacy: Microsoft 365, Teams, Word, Excel, and Outlook; Ability and willingness to learn other apps and software as needed.

• Professionalism, discretion, and strict confidentiality.

• Clear, professional communicator; customer-service experience a plus.

• NetSuite experience.

• Positive, can-do attitude and a team-first orientation.

Preferred Qualifications

• Prior accounts-receivable or invoicing ownership in a services or trades environment.

Additional Information

This job description is not designed to cover or contain a comprehensive list of activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.