Office Administrator

We are looking for a detail-oriented Office Administrator to manage billing, customer service, scheduling, and general administrative tasks. This full-time role is ideal for someone who thrives in a fast-paced environment, excels at multitasking, and enjoys supporting both customers and internal teams. The position is based in our Lorton, VA office.

Key Responsibilities Billing and Invoicing :

Prepare and send invoices, process payments (via check, credit card, or online platforms), track accounts receivable, and follow up on overdue accounts. Reconcile billing discrepancies and maintain accurate financial records.

Customer Service :

Answer incoming calls and emails promptly and professionally. Resolve customer inquiries, handle complaints, and provide information on services, pricing, and policies.

Service Scheduling :

Coordinate appointments and service calls using scheduling software (e.g., Microsoft Outlook, QuickBooks, or similar). Dispatch technicians, confirm bookings with customers, and manage calendar conflicts to optimize efficiency.

General Office Administration :

Perform data entry, file management, and document organization. Order office supplies, maintain inventory, and ensure the office runs smoothly.

Back-Office Support :

Assist with payroll processing (if applicable), generate reports, support HR tasks like onboarding paperwork, and handle mail/correspondence. Collaborate with team members on ad-hoc projects.

Qualifications Education :

High school diploma or equivalent required; Associate's or Bachelor's degree in business administration, accounting, or a related field preferred.

Experience :

1-3 years in administrative, customer service, or billing roles. Experience in a service industry (e.g., HVAC, plumbing, or similar) is a plus.

Skills :

Proficiency in Microsoft Office 365 (Word, Excel, Outlook, Teams). Familiarity with accounting software (e.g., QuickBooks) and CRM systems. Excellent phone etiquette, communication, and interpersonal skills. Strong organizational abilities with keen attention to detail. Ability to multitask, prioritize, and work independently or in a team.

Other Requirements :

Reliable transportation; must be able to pass a background check. Comfortable with basic math for billing calculations.

Job Type:

Full-time Pay:

$45,000.00 - $65,000.00 per year

Benefits:

401(k) Health insurance Paid time off Professional development assistance Application Question(s): We get a ton of applicants... help us find you in the stack. Tell us something authentic about why we should be lucky to work with you. Ability to

Commute:

Lorton, VA 22079 (Required) Ability to

Relocate:

Lorton, VA 22079: Relocate before starting work (Required)

Work Location:

In person