Billing and Scheduling Coordinator

Job Summary
We are seeking an energetic and highly organized Billing and Scheduling Coordinator to join our dynamic team! In this pivotal role, you will be the heartbeat of our daily operations, ensuring that job routes and service schedules run smoothly and efficiently. Your proactive approach and exceptional organizational skills will help streamline workflows, enhance customer satisfaction, and support our team’s productivity. This position offers a fantastic opportunity to develop your administrative expertise in a fast-paced, supportive environment that values initiative and professionalism.

Responsibilities

• Manage and coordinate routes for jobs on a daily basis.
• Maintain accurate and up-to-date calendars using tools such as Google Workspace and Microsoft Office applications.
• Answer multi-line phone systems with professionalism, providing excellent customer support and redirecting calls as needed.
• Handle front desk duties including greeting visitors, managing check-ins, and providing courteous assistance.
• Perform data entry tasks with precision, including updating client records, scheduling logs, and other administrative databases such as QuickBooks and Aspire.
• Organize files systematically—both digital and physical—to ensure quick retrieval and compliance with record-keeping standards.
• Proofread correspondence, appointment confirmations, and other documents to maintain high-quality communication standards.
• Support office management activities such as supply inventory checks, filing, and general clerical duties to keep the office running smoothly.
• Process daily, weekly and monthly invoicing.
• Demonstrate excellent phone etiquette while managing inquiries from clients or team members promptly and courteously.
• Prioritize tasks effectively using strong time management skills to meet deadlines in a busy environment.
• Collaborate with team members to improve scheduling processes and enhance overall office efficiency.
• Maintain client and subcontractor contracts and insurance requirements.
• Keep up all permits up to date

Requirements

• Proven experience in Billing, scheduling and office administrative roles with strong clerical skills.
• Excellent computer literacy including proficiency in Microsoft Office (Word, Excel, Outlook), Google Workspace (Gmail, Calendar), and familiarity with data entry systems like QuickBooks or Aspire.
• Strong organizational skills with keen attention to detail; ability to multitask efficiently in a fast-paced setting.
• Exceptional customer service skills complemented by professional phone etiquette across multi-line phone systems.
• Bilingual abilities are a plus for communicating effectively with diverse clientele.
• Experience with calendar management tools and scheduling software to coordinate appointments seamlessly.
• Knowledge of office equipment such as multi-line phones, printers, and scanners.
• Ability to handle confidential information discreetly while maintaining accuracy in record keeping.

Job Type: Full-time

Pay: From $50,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Paid sick time
• Paid time off

Work Location: In person

Salary : $50,000