Front Office & Billing Coordinator

Lucas James Talent Partners; Herndon (VA); On-site; USD 30,000 - 36,000; Full time

Job summary

Lucas James Talent Partners seeks a Front Office & Billing Coordinator to join the Executive Office in Herndon, VA. The role blends front-office reception with billing and invoicing, ensuring accurate, timely invoicing of completed field work.

You will greet visitors, manage phone calls, and coordinate with operations for billable work in a fast-paced office. The position requires reliability, discretion, and attention to detail, with responsibilities spanning QuickBooks invoicing, data entry,

Qualifications

• Strong time-management skills in a fast-paced environment.
• Professionalism, discretion, and strict confidentiality.
• Clear, professional communicator; customer-service experience a plus.

Responsibilities

• Invoice all completed work accurately and on time using QuickBooks; manage night bulk trash, maintenance jobs, and day-operations billing.
• Enter, review, and reconcile billing data; resolve discrepancies before invoices are issued.
• Coordinate with operations to confirm job completion and capture billable work; support AR follow-up.

Skills

Time management

Discretion

Communication

Team orientation

Customer-service experience

Tools

Microsoft Word

Excel

Outlook

Guru

Slack

Job description

Department: Executive Office / Administration

Reports to: Office Manager

FLSA Classification: Non-Exempt (Hourly)

Schedule: Monday–Friday, 8:00 AM – 4:00 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 QuickBooks. 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 QuickBooks; identify and resolve discrepancies before invoices are issued.
• Coordinate with operations staff to confirm job completion and capture all billable work.
• Support accounts-receivable follow-up and respond to routine billing questions.
• Assist with data entry and billing coordination in NetSuite as the company transitions systems.

Front Office & Reception

• Greet, assist, and direct visitors in a polite, professional manner.
• Answer, screen, and route phone calls; take messages and maintain/distribute the staff phone roster.
• Receive and distribute incoming mail, packages, and courier deliveries; manage all outgoing mail.
• Announce vendor arrivals (e.g., Pro Shred) and assist with Friday catering lunches.

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.
• Assist employees with copier use and email setup.
• Keep the coffee bar stocked and the area clean throughout the day.
• Assist the General Manager and Operations Director with scanning, projects, and other duties as assigned.
• Support Human Resources with pre-onboarding: welcome new hires, guide them through electronic pre-onboarding, collect completed forms, and assist with the employee self-service app.

Required Qualifications

• Strong time-management skills and the ability to prioritize in a fast-paced environment.
• Computer literacy: Microsoft Word, Excel, and Outlook; Guru and Slack a plus.
• Professionalism, discretion, and strict confidentiality.
• Clear, professional communicator; customer-service experience a plus.
• 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.