General Admin (Invoicing Support)

Job title: General Admin (Invoicing Support)

Type of employment: Full-time

Shift Schedule: Monday–Friday, 8:00 AM–5:00 PM PST. After proficiency, the

schedule may become flexible.

A detail-oriented back-office administrative role focused on creating accurate, customized invoices from service work orders across multiple service departments. You'll handle invoice documentation, PDFs/file organization, and internal communication while following a defined process with high consistency and confidentiality.

About the Employer:

A family-owned commercial service contractor serving Northern California, providing maintenance and service support across Lighting, Electrical, Plumbing, and Mechanical departments.

Company core values:

• Excellence
• Vision
• Respect
• Communication
• Ownership

Objectives of this role:

• Produce accurate, department-specific invoices from service work orders.
• Maintain clean, organized documentation and file records (especially PDFs).
• Support timely billing workflows through consistent execution, follow-through, and clear internal communication.
• Protect sensitive information through strict confidentiality and professionalism.

Responsibilities:

• Create customized invoices from service work orders for each Service Department: Lighting, Electrical, Plumbing, and Mechanical
• Review work orders for completeness and clarity before invoicing.
• Format, generate, and save invoice files (PDF creation, file naming, and storage).
• Use provided templates and AI tools (ChatGPT) to generate invoice wording when needed.
• Flag missing details/discrepancies quickly and communicate clearly for resolution.
• Maintain organized records of invoices and supporting documents.
• Follow defined SOPs and workflow steps with consistency (process adherence is critical).
• Update and contribute to performance tracking in shared reporting (e.g., work orders processed, revenue/hour, weekly trends).

Required skills and qualifications:

• Experience supporting invoicing, billing, or work order processing in a service-based business.
• Strong admin experience supporting structured, repeatable workflows.
• Strong working knowledge of ChatGPT.
• Proficiency in Excel (or Google Sheets equivalent) and comfort working inside a CRM.
• Basic computer proficiency: PDFs, file creation/saving, file naming, and organized storage
• Excellent written communication for internal coordination (no customer-facing communication)
• High integrity, reliability, and confidentiality
• Detail-oriented, highly organized, and able to multitask without sacrificing accuracy
• Working style fit: thrives in systematic, repetitive work; low-level perfectionist/specialist mindset

Preferred skills and qualifications

• Familiarity with working across multiple departments with different invoice requirements
• Experience in fast-paced operational environments with clear SOPs and measurable throughput targets

Additional information:

• System requirements: Dual monitors required; reliable, consistent internet connection.