IT Admin & Billing Coordinator

FirstDay Foundation; San Antonio (TX); On-site; USD 42,000 - 56,000; Full time

Job summary

FirstDay Foundation in the United States seeks an IT Administrative Assistant to provide comprehensive administrative, financial, and operational support to the IT department. You will coordinate IT billing, invoicing, records, and procurement, while ensuring accuracy and timely processing.

The ideal candidate is analytical, highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment while delivering excellent customer service.

Qualifications

• Associate degree in Business Administration, Accounting, Information Technology, or a related field preferred; equivalent experience may be considered.
• 2–3 years of experience in administrative support, billing, accounts payable, or financial coordination, preferably in an IT or technology environment
• Experience in customer service, clerical support, or office administration preferred
• Proficiency in Microsoft Office 365 applications (Excel, Word, Outlook, Teams)
• Experience with financial or ERP systems (e.g., Workday, Acumatica) preferred
• Strong organizational, analytical, and problem-solving skills
• Excellent written and verbal communication skills with vendors and internal stakeholders

Responsibilities

• Process, review, and upload vendor invoices to ensure accuracy, proper approvals, and timely payment processing
• Monitor invoice status, follow up on outstanding items, and resolve billing discrepancies
• Maintain accurate financial records, credit card expenditures, and purchase orders
• Assist with reconciliation of vendor accounts and invoice tracking
• Coordinate with procurement, finance, and project management teams to ensure accurate invoice and cost allocation
• Assist in the creation of purchase orders and processing of credit card transactions
• Develop and maintain reports, spreadsheets, and documentation related to IT billing, budgets, contracts, and expenditures
• Track IT service requests, equipment orders, and helpdesk-related activities; provide timely status updates
• Coordinate shipping, receiving, and inventory tracking of IT equipment and packages
• Assist in developing and implementing office procedures and process improvements
• Support departmental projects through data gathering, reporting, and coordination
• Prepare department highlights and general documentation as required
• Perform other administrative and operational duties as assigned

Skills

MS Office 365

ERP Systems

Organizational Skills

Communication

Attention to Detail

Prioritization

IT Billing

Education

Associate degree

Tools

Workday

Acumatica

Job description

FirstDay Foundation in the United States seeks an IT Administrative Assistant to provide comprehensive administrative, financial, and operational support to the IT department. You will coordinate IT billing, invoicing, records, and procurement, while ensuring accuracy and timely processing.

The ideal candidate is analytical, highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment while delivering excellent customer service.