Front Office & Billing Coordinator

Katsam Property Services; Dayton (OH); On-site; USD 63,039,000 - 74,501,000; Full time

Job summary

Gateway Service Group in Dayton, OH is seeking a Front Office & Billing Coordinator. The role blends front-office reception with billing/invoicing responsibilities, handling nightly bulk trash invoicing, day-ops billing, and general admin tasks.

You will ensure timely invoices, verify data in NetSuite, and support accounts receivable while welcoming visitors and maintaining office operations. Ideal candidates bring strong time-management, professional discretion, and experience with NetSuite and

Qualifications

• Strong time-management skills in a fast-paced environment.
• Microsoft 365 suite (Teams, Word, Excel, Outlook) proficiency.
• Professionalism, discretion, and confidentiality.
• Clear, professional communicator; customer-service experience a plus.
• NetSuite experience.

Responsibilities

• Invoice all completed work accurately and on time, including night bulk trash pickups, maintenance jobs, and day-operations work.
• Enter, review, and reconcile billing data in NetSuite; resolve discrepancies before invoicing.
• Coordinate with operations to confirm job completion and capture billable work.
• Own accounts-receivable processes and collection efforts; respond to routine billing questions.
• Assist with data entry and billing coordination in NetSuite and our routing software.
• Greet, assist, and direct visitors; answer phone calls and route messages.
• Receive and distribute mail; manage outgoing mail and courier deliveries.
• Maintain office supply inventory and order needs.
• Ensure operation of office equipment and coordinate repairs.
• Assist leadership with scanning, projects, and other duties.

Skills

Time management

Professionalism

Discretion/Confidentiality

Strong communication

Customer service experience

Tools

NetSuite

Microsoft 365

Excel

Outlook

Word

Teams

Job description

Dayton, OH Department: Executive Office / Administration Reports to: General Manager FLSA Classification: Non-Exempt (Hourly) Schedule: Monday–Friday, 8:00 AM – 5:00 PM, on-site Compensation: $22.00 – $26.00/hour, commensurate with experience

Gateway Service Group

Dayton, OH Department: Executive Office / Administration Reports to: General Manager FLSA Classification: Non-Exempt (Hourly) Schedule: Monday–Friday, 8:00 AM – 5:00 PM, on-site Compensation: $22.00 – $26.00/hour, commensurate with 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, and responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.