What are the responsibilities and job description for the Administrative Assistant – Network Operations Center (NOC) position at Communication Technology Services (CTS)?
Communication Technology Services (CTS) is one of the largest integrators and managed service providers for enterprise cellular networks in the U.S., specializing in the design, installation, and support of Distributed Antenna System (DAS), Small Cell, and 4G/5G Private Wireless Networks for Enterprise.
Position Summary
The Administrative Assistant provides billing, scheduling, and logistics coordination for the Network Operations Center (NOC) and its managed services programs. Working closely with NOC Technicians, NOC Management, Regional Coordinators, Accounting, and customer contacts, this role moves completed work from dispatch through invoicing, keeps recurring site assessments on schedule, and keeps equipment, records, and customer reporting current. The ideal candidate is highly organized, detail-oriented, and comfortable owning recurring deadlines with minimal supervision in a fast-paced operations environment.
Responsibilities
Billing and Invoicing Coordination
Position Summary
The Administrative Assistant provides billing, scheduling, and logistics coordination for the Network Operations Center (NOC) and its managed services programs. Working closely with NOC Technicians, NOC Management, Regional Coordinators, Accounting, and customer contacts, this role moves completed work from dispatch through invoicing, keeps recurring site assessments on schedule, and keeps equipment, records, and customer reporting current. The ideal candidate is highly organized, detail-oriented, and comfortable owning recurring deadlines with minimal supervision in a fast-paced operations environment.
Responsibilities
Billing and Invoicing Coordination
- Prepare and submit billing requests for Time and Materials (T&M) and equipment replacement work to Accounts Receivable, with the supporting purchase orders, quotes, and approvals.
- Prepare change orders, annual contract uplift and renewal paperwork, and job closeout forms, and request new job numbers as needed.
- Track customer purchase orders, follow up on outstanding POs, and work within customer procurement portals.
- Monitor open billing items against the monthly billing cut-off and resolve incomplete or rejected requests with Accounting.
- Verify invoicing status and monitor contract renewals.
- Quotes and Procurement
- Prepare customer quotes for repair, replacement, and T&M work and track them through customer approval.
- Manage equipment procurement workflows from order through receipt.
- Schedule and coordinate recurring on-site system assessments (PSA program) with field technicians, regional teams, and customer site contacts, including site access.
- Maintain the assessment calendar and status tracker, identify sites coming due, and issue follow-up reminders so visits and reports stay on schedule.
- Ship and receive equipment, spare parts, and test gear, and track shipments through delivery and return.
- Maintain an accurate inventory of spare stock and test equipment, including periodic counts and check-out records.
- Order office and operational supplies and support Greenville office needs, including mail and facilities requests.
- Finalize and send monthly managed services reports to customers after technical review, verifying dates, site data, and content for accuracy.
- Compile and manage onboarding documentation for new clients and projects, process new customer data, and help prepare for onboarding meetings.
- Maintain customer contact and escalation directories.
- Update and maintain project data in project management software (SiteTracker).
- Maintain digital job folders in ShareFile and ensure documentation is current and complete.
- Monitor shared NOC administrative mailboxes and route or resolve requests promptly.
- Support ticket tracking and monitor SLA compliance.
- Document recurring processes so work can be covered and audited.
- Provide outstanding service to internal teams and external partners, and perform other administrative duties as assigned.
- 3 to 5 years of experience in an administrative, billing, or project coordination role supporting an operations, field service, or technical team.
- High School Diploma required; Associate or Bachelor’s degree preferred.
- Hands-on experience with billing or invoicing support, such as preparing billing requests, matching purchase orders to completed work, processing change orders, or following up with Accounts Receivable.
- Strong working proficiency in Excel (templates, trackers, filters, and lookups), plus Microsoft Office and Google Workspace (Gmail, Drive, Sheets, Calendar).
- Experience scheduling and coordinating work across multiple parties, such as field technicians, customers, and regional teams.
- Strong written and verbal communication skills, including professional customer-facing email.