Front Office & Billing Coordinator

Katsam LLC; Sterling, Northern (VA, KY); Hybrid; USD 30,000 - 36,000; Full time

Job summary

GettierCommercial in Sterling, VA seeks a Front Office & Billing Coordinator to be the welcoming face of the office and to own accurate invoicing for completed field work. This blended role combines front‑office support with billing responsibilities in QuickBooks during day-to-day operations.

The right candidate will manage reception tasks, coordinate with operations, and support accounts receivable while maintaining confidentiality and a high level of professionalism.

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.

Responsibilities

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

Skills

QuickBooks

Time management

MS Word

Excel

Outlook

Guru

Slack

Discretion

Communication

Customer service

Team player

Tools

QuickBooks

NetSuite

Guru

Slack

Microsoft Word

Excel

Outlook

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.