Project Assistant – Work Order Billing

Electra Link, Inc.; San Antonio, Northern (TX, KY); Hybrid; USD 42,000 - 54,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

401(k) retirement plan with company AS

Employee Stock Ownership Plan (ESOP)

Paid time off (PTO)

Job summary

Electra Link, Inc. in San Antonio, TX is seeking a meticulous Project Assistant – Work Order Billing to join our Operations team.

You will ensure work orders are properly documented, accurately invoiced, tracked, and closed in a timely, auditable manner to support service delivery. The ideal candidate has experience with billing, invoicing, accounts receivable, work orders, or project administration and excels at coordinating with project managers, technicians, and accounting.

Qualifications

• Experience with billing, invoicing, AR, or project administration preferred.
• Proficiency in MS Office, especially Excel and Outlook.
• Strong attention to detail and numerical accuracy required.

Responsibilities

• Open, maintain, track, invoice, and assist with closing work orders and service tickets.
• Review work orders for completeness and accuracy before billing.
• Prepare and process invoices for completed work orders and service activity.
• Process Time & Material (T&M) billing.
• Verify labor, materials, purchase orders, and supporting documentation before invoicing.
• Follow up with Project Managers, Service Managers, technicians, and other team members to obtain missing information needed for billing.
• Monitor open and aging work orders and proactively follow up on outstanding items.
• Maintain accurate work-order tracking spreadsheets and billing records.
• Identify and help resolve issues that could delay invoicing or work-order closeout.
• Coordinate with Accounting and Accounts Receivable regarding invoice questions, discrepancies, and supporting documentation.
• Assist with customer‑required billing documents and payment‑release documentation.
• Prepare reports and spreadsheets related to open work orders, aging, billing status, and outstanding items.
• Maintain organized and auditable electronic work‑order and invoice records.
• Provide work‑order billing support to other Electra Link offices as needed.

Skills

Billing & Invoicing

Accounts Receivable

Work Orders

Service Coordination

Project Administration

Microsoft Excel

Organization

Attention to Detail

Communication

Time Management

Education

High school diploma or equivalent

Tools

Microsoft Excel

Outlook

Other Microsoft Office apps

Job description

Project Assistant – Work Order Billing

Electra Link, Inc. | San Antonio, TX | Full-Time | Benefits Eligible

Build Your Career with Electra Link

Founded in 1985, Electra Link, Inc. is an established Texas technology contractor specializing in structured cabling, audio visual, security, and technology solutions.

We are seeking a highly organized and detail-oriented Project Assistant – Work Order Billing to support our Operations and Service teams. This position plays an important role in ensuring work orders are properly documented, accurately invoiced, tracked, and followed through to completion.

The ideal candidate has experience in billing, invoicing, accounts receivable, work orders, service coordination, or project administration and enjoys working in a fast-paced environment where accuracy, organization, and follow-through matter.

What You’ll Do

• Open, maintain, track, invoice, and assist with closing work orders and service tickets.
• Review work orders for completeness and accuracy before billing.
• Prepare and process invoices for completed work orders and service activity.
• Process Time & Material (T&M) billing.
• Verify labor, materials, purchase orders, and supporting documentation before invoicing.
• Follow up with Project Managers, Service Managers, technicians, and other team members to obtain missing information needed for billing.
• Monitor open and aging work orders and proactively follow up on outstanding items.
• Maintain accurate work-order tracking spreadsheets and billing records.
• Identify and help resolve issues that could delay invoicing or work-order closeout.
• Coordinate with Accounting and Accounts Receivable regarding invoice questions, discrepancies, and supporting documentation.
• Assist with customer‑required billing documents and payment‑release documentation.
• Prepare reports and spreadsheets related to open work orders, aging, billing status, and outstanding items.
• Maintain organized and auditable electronic work‑order and invoice records.
• Provide work‑order billing support to other Electra Link offices as needed.

What We’re Looking For

• High school diploma or equivalent required.
• Previous experience in billing, invoicing, accounts receivable, project administration, service coordination, or administrative support preferred.
• Experience working with work orders, service tickets, or project billing preferred.
• Construction, low‑voltage, electrical, technology, or service‑contractor experience is a plus.
• Proficiency with Microsoft Excel, Outlook, and other Microsoft Office applications.
• Strong attention to detail and numerical accuracy.
• Excellent organization, time‑management, and follow‑up skills.
• Ability to manage multiple work orders, deadlines, and competing priorities.
• Ability to identify missing or inconsistent information and resolve issues before billing.
• Strong written and verbal communication skills.
• Comfortable communicating and following up with Project Managers, field personnel, Accounting, and other departments.
• Dependable, professional, and able to work independently while contributing to a team.

What Success Looks Like

A successful Project Assistant keeps work orders moving efficiently from completed work to complete documentation, accurate billing, and final closeout.

You will proactively identify missing information, follow up on outstanding items, keep aging work orders from falling through the cracks, and help ensure completed work is invoiced accurately and on time.

Benefits

Electra Link offers a competitive benefits package to eligible full‑time employees, including:

• Medical, dental, and vision insurance
• 401(k) retirement plan with company contribution
• Employee Stock Ownership Plan (ESOP)
• Paid time off (PTO)