Operations & Admin Leader: Invoicing, Scheduling

Colonial Group; Denver (CO); On-site; USD 40,000 - 65,000; Full time

Job summary

Colonial Group in Denver, CO seeks an experienced administrative professional to support accounting and sales functions in a fast-paced office environment. You will greet customers and vendors, manage files, process invoices, and coordinate schedules end-to-end.

The ideal candidate has a High School Diploma, 1–3 years of clerical experience, proficiency with QuickBooks and MS Office, and strong organizational skills to thrive in a dynamic team setting.

Qualifications

• High School Diploma or equivalent required.
• 1–3 years of clerical or administrative support experience essential.
• Ability to work independently and resourcefully within a variable environment.

Responsibilities

• Greet customers and vendors and direct them to the right person.
• Answer calls on the General Calls line and route to appropriate staff.
• Create and maintain electronic and physical filing systems.
• Keep timecards and other field forms printed and available to Field Staff.
• Invoicing: prepare and review invoices based on job cards, proposals and timecards; coordinate with Field Staff for accuracy.
• Perform Follow Up communications to ensure invoice receipt and payment status with customers; maintain a Follow Up Log.
• Process Purchase Orders and Vendor tags; reconcile to POs and update pricing information.
• Handle cash disbursements to vendors via checks, ACH and wire; reconcile client payments and bank deposits.
• File paid and unpaid invoices and statements; organize returns paperwork.
• Update pricing and parts in office management software.
• Assist accounting and sales staff; help schedule meetings and prepare communications and documents.
• Maintain office supplies and stock; participate in small and large organizational projects.
• Sort and distribute mail; assume other duties as needed.

Skills

Team player

Customer service

Sales skills

Adaptability

Written communication

Time management

Organization

Attention to detail

Verbal communication

Problem solving

Education

High School Diploma or equivalent

Tools

QuickBooks

Microsoft Office

Office management software

Job description

Colonial Group in Denver, CO seeks an experienced administrative professional to support accounting and sales functions in a fast-paced office environment. You will greet customers and vendors, manage files, process invoices, and coordinate schedules end-to-end.

The ideal candidate has a High School Diploma, 1–3 years of clerical experience, proficiency with QuickBooks and MS Office, and strong organizational skills to thrive in a dynamic team setting.