Administrative Assistant at Coen Ribbens in Lady Lake, FL, USA

Job description

• The Administrative Assistant provides comprehensive administrative and clerical support with a strong emphasis on billing and financial coordination. This role is responsible for supporting invoice preparation, tracking, and reconciliation processes while ensuring accurate recordkeeping and timely submission of billing documentation. The ideal candidate is highly organized, detail-oriented, and experienced in billing, accounts receivable, and administrative operations within a fast-paced environment.

Responsibilities

• Prepare, review, and process invoices to ensure accuracy, completeness, and compliance with contract or client requirements
• Track invoice status from creation through submission and payment, following up on outstanding or past-due invoices
• Coordinate with Accounts Receivable to support collections efforts and resolve payment discrepancies
• Assist with Accounts Payable functions, including invoice verification and coding support as needed
• Maintain detailed billing records, job documentation, and supporting backup for invoicing purposes
• Review job documentation and ensure all required details are included prior to invoice submission
• Identify and resolve billing discrepancies, missing documentation, or approval issues
• Support monthly billing cycles, reporting, and reconciliation processes
• Communicate with internal teams and clients regarding billing questions, status updates, and documentation needs
• Perform accurate data entry and maintain billing and administrative databases
• Provide general administrative support, including filing, document preparation, and correspondence
• Manage calendars, schedule meetings, and coordinate departmental activities
• Answer and direct incoming calls and provide professional customer service
• Assist with special projects and reporting related to billing and administrative functions
• Maintain confidentiality of financial and company information
• Perform other duties as assigned

Requirements

• High school diploma or equivalent required; associate degree in Business Administration, Accounting, or related field preferred
• Minimum of two (2) years of administrative experience with direct billing or invoicing responsibilities
• Hands-on experience with billing, invoicing, and accounts receivable required
• Experience supporting accounts payable processes preferred
• Strong understanding of invoice lifecycle, documentation requirements, and discrepancy resolution
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), with strong Excel skills preferred
• Strong data entry skills with a high level of accuracy
• Excellent written and verbal communication skills
• Strong organizational, time management, and multitasking abilities
• Ability to work independently while collaborating effectively with a team
• High level of professionalism, discretion, and attention to detail
• Strong knowledge of billing, invoicing, and accounts receivable processes
• High attention to detail and accuracy in financial documentation
• Ability to analyze and resolve billing discrepancies efficiently
• Strong customer service and communication skills
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment
• Proficiency in Microsoft Office applications, particularly Excel
• Ability to maintain organized and audit-ready records

Skills

Preferred

• Strong Excel skills preferred

Benefits

• Compensation is commensurate with experience and market conditions.
• U.S. Water Services Corporation offers a comprehensive benefits package, including:
• Medical, dental, and vision insurance
• Life insurance
• Short-term and long-term disability insurance
• Paid Time Off (PTO)
• Paid holidays
• 401(k) retirement plan with company match