Front Office & Billing Coordinator

Katsam LLC; Sterling (VA); On-site; USD 30,307 - 35,817; Full time

Job summary

GettierCommercial in Sterling, VA is seeking a Front Office & Billing Coordinator. The role blends front-office support with billing duties, handling invoicing for completed field work in QuickBooks and later NetSuite transitions, while greeting visitors and maintaining office operations.

Responsibilities include invoicing, data entry, and coordinating with staff to ensure accurate billing. Strong confidentiality and customer-service skills are essential for this on-site position.

Qualifications

• QuickBooks experience is required.
• Strong time-management skills in a fast-paced setting.
• Proficiency with Microsoft Word, Excel, and Outlook.
• Professionalism, discretion, and strict confidentiality.
• Clear, professional communication; customer-service experience is a plus.
• Positive, can-do attitude and team-oriented mindset.

Responsibilities

• Invoice all completed work accurately and on time (including night bulk trash pickups and day-ops).
• Enter, review, and reconcile billing data; resolve discrepancies before invoicing.
• Coordinate with operations to confirm job completion and billable work.
• Support accounts receivable follow-up; respond to routine billing questions.

Skills

QuickBooks

Time management

Microsoft Word

Microsoft Excel

Outlook

Professionalism

Discretion

Customer service

Team-first

Bilingual Spanish (pref)

Tools

Guru

Slack

NetSuite

Job description

Front Office & Billing Coordinator

GettierCommercial • Sterling, VA

Department:ExecutiveOffice / Administration

Reports to:OfficeManager

FLSAClassification:Non-Exempt (Hourly)

Schedule:Monday–Friday,8:00 AM – 4:00 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 foraccurate,timelyinvoicingof completed field work. This is a blended role:roughly halffront-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;identifyand 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.
• Assistwith 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 andmaintain/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) andassistwith Friday catering lunches.

Office Operations & Administrative Support

• Maintain office supply inventory: monitor stock,anticipateneeds, and place/expediteorders.
• Ensure operation of office equipment (copiers, water dispenser, postage meter); coordinate repairs andmaintainequipment inventory.
• Assistemployees 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, andassistwith the employee self-service app.

Required Qualifications

• QuickBooks experience (required).
• 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-serviceexperiencea plus.
• Positive, can-do attitude and a team-first orientation.

Preferred Qualifications

• NetSuite experience.
• Bilingual (Spanish).
• Prior accounts-receivable or invoicing ownership in aservicesor trades environment.

Additional Information

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