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Operational & Administrative Specialist

The Urban Foresters
Stafford, USA
Full-time
Entry
Onsite
Discovered 2 days ago

Full Job Posting

Key Responsibilities

  • Sales & Contract Administration
  • Documentation Verification: Review incoming sales orders, purchase orders, and contracts for required details before billing.
  • Sales Support & Follow-Up: Proactively audit pending jobs and contact sales reps to collect missing billing instructions, customer portals, or payment terms.
  • Lien Waver Coordination: Prepare, track, and issue final lien waivers accurately upon payment completion.
  • Database Stewardship: Maintain spotless, up-to-date customer records in our CRM/accounting database.
  • Invoicing & Billing Support
  • Timely Invoice Generation: Prepare and issue error-free customer invoices daily/weekly in alignment with contract terms.
  • Portal & Submission Management: Upload invoices into specific client billing portals and verify receipt with accounts payable departments.
  • Supporting Documentation: Ensure all required backups (photos, work orders, lien releases) are attached prior to submission.
  • Accounts Receivable & Collections
  • Active AR Follow-Up: Conduct daily outbound phone calls and emails to clients regarding outstanding balances and payment statuses.
  • Payment Tracking: Identify key Accounts Payable contacts, secure payment commitments, and systematically document all communication logs.
  • Dispute Escalation: Identify billing discrepancies early and collaborate with Sales and Accounting to resolve payment blockers.
  • Qualifications & Skills
  • Experience: Hands-on experience in billing, accounts receivable, sales administration, or specialized office support.
  • Communication: Demonstrated comfort and confidence making frequent outbound collection calls and resolving payment inquiries professionally.
  • Software Proficiency: Experience with Microsoft & Google Suite preferred, and other office software.
  • Detail Orientation: Proven track record of high-accuracy data entry and verification.
  • Independent problem solver.
  • Strong organizational skills and attention to detail.

Preferred Qualifications

  • Experience with billing portals, job-costing software, or QuickBooks/ERP systems.
  • Experience handling lien waivers and commercial payment cycles.
  • Prior experience in construction, trades, commercial services, or arboriculture industries.
  • What We're Looking For
  • We are looking for someone who takes initiative, follows through on assigned tasks, and understands the importance of accurate billing and timely collections.
  • This role is essential in helping our Sales and Accounting teams work efficiently, reducing payment delays, maintaining positive customer relationships, and supporting the overall financial operations of The Urban Foresters.
  • Do you fit in?
  • Are your efforts fortifying a mission worthy of your time?
  • Are your financial skills used as leverage for the common good?
  • When you answer in your heart ‘why does my Company exist?’, does that knowledge make you feel loved or used?
  • The Company seeks a Sales & Accounting Assistant who identifies their ordinary work as a path to prosperity and holiness. We serve others through providing our niche services.
  • The Accounting Assistant enters that service through maintaining fiscal awareness, data management and delivery of true wisdom, not simply numbers for the Company.
  • Prime candidates derive deep satisfaction from flawless task completion and meticulous attention to detail. From bookkeeping to budgeting, high strategy to collections calls; you are accountable.
  • Software Proficiency: Experience with Microsoft & Google Suite preferred, and other office software.

Qualifications

  • Hands-on experience in billing, accounts receivable, sales administration, or specialized office support.
  • Communication: Demonstrated comfort and confidence making frequent outbound collection calls and resolving payment inquiries professionally.
  • Detail Orientation: Proven track record of high-accuracy data entry and verification.
  • Independent problem solver.
  • Strong organizational skills and attention to detail.
  • We are looking for someone who takes initiative, follows through on assigned tasks, and understands the importance of accurate billing and timely collections.
  • This role is essential in helping our Sales and Accounting teams work efficiently, reducing payment delays, maintaining positive customer relationships, and supporting the overall financial operations of The Urban Foresters.
  • Do you fit in?
  • Are your efforts fortifying a mission worthy of your time?
  • Are your financial skills used as leverage for the common good?
  • When you answer in your heart ‘why does my Company exist?’, does that knowledge make you feel loved or used?
  • The Company seeks a Sales & Accounting Assistant who identifies their ordinary work as a path to prosperity and holiness. We serve others through providing our niche services.
  • The Accounting Assistant enters that service through maintaining fiscal awareness, data management and delivery of true wisdom, not simply numbers for the Company.
  • Prime candidates derive deep satisfaction from flawless task completion and meticulous attention to detail. From bookkeeping to budgeting, high strategy to collections calls; you are accountable.

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