Administrative Biller

Job Title: Administrative Biller

Location: Bismarck, ND
Employment Type: Full-Time
Department: ND Administration
Reports To: Office Manager
FLSA Status: Non-Exempt
Work Arrangement: Minimum 4 days per week in office

Company Overview

Earth Systems, LLC is an environmental engineering and consulting firm providing scientific, regulatory, and remediation services across multiple states. Earth Systems is part of EnviroTrac LLC, a multi-discipline environmental services platform supporting public and private sector clients nationwide. Our teams focus on accuracy, accountability, and operational excellence in support of project delivery and financial performance.

About the Role

The Administrative Biller plays a critical role in ensuring the accuracy, consistency, and timeliness of billing activities for the North Dakota office. This position supports the organization’s revenue cycle by preparing invoices, maintaining billing records, entering financial data into Vantagepoint, and coordinating with internal teams to resolve billing discrepancies.

This role requires a high level of attention to detail, strong organizational skills, and the ability to communicate clearly with both internal staff and external clients. The Administrative Biller contributes directly to smooth financial operations, accurate cash flow tracking, and overall client satisfaction. The position is primarily desk-based, with occasional light physical activity related to office organization and supplies.

Essential Duties and Responsibilities

Billing & Invoicing

• Prepare, review, and issue accurate client invoices based on approved services and project data

• Enter and maintain billing, project, and financial information in Vantagepoint

• Verify billing details, rates, and supporting documentation prior to invoice release

• Distribute invoices and track invoice status

• Assist with follow-up on outstanding or overdue invoices in coordination with internal teams

Billing Records & Data Management

• Maintain complete and accurate billing records and databases

• Ensure all billing transactions are properly documented and retained

• Assist with billing-related reports, summaries, and revenue tracking

• Support month-end and periodic billing close activities as needed

Coordination & Issue Resolution

• Collaborate with project managers, accounting, and administrative staff to verify billing information

• Identify, research, and help resolve billing discrepancies in a timely manner

• Respond promptly and professionally to internal and external billing inquiries

• Provide clear explanations and support related to billing questions

Administrative & Office Support

• Provide general administrative support to the Office Manager

• Assist with ordering, stocking, and organizing office supplies

• Support document management, filing, and office coordination tasks

Compliance & Confidentiality

• Ensure billing processes comply with company policies and applicable regulations

• Maintain confidentiality of client, financial, and company information at all times

Minimum Qualifications

• High school diploma or equivalent required

• Proven experience in billing, invoicing, accounts receivable, or administrative support roles

• Proficiency with billing or accounting software and Microsoft Office Suite, particularly Excel

• Strong organizational skills with the ability to manage multiple tasks and deadlines

• Excellent written and verbal communication skills

• High attention to detail and accuracy

Preferred Qualifications

• Associate degree or higher in business, finance, or a related field

• Experience with accounting or project-based systems such as Vantagepoint, QuickBooks, SAP, or similar platforms

• Familiarity with basic accounting principles and financial reporting

• Customer service experience in a billing or financial environment

• Certification in billing or administrative support is a plus

Skills & Competencies

The Administrative Biller relies on strong organizational, analytical, and time management skills to ensure billing accuracy and timely processing. Attention to detail is critical when reviewing billing data, preparing invoices, and supporting financial reporting. Effective communication skills are essential for collaborating with internal teams and addressing client billing inquiries. The ability to prioritize tasks and meet deadlines supports success in a fast-paced office environment.

Physical & Work Requirements

• Primarily sedentary work performed in an office environment

• Ability to sit for extended periods while working at a computer

• Occasional light physical activity such as lifting, filing, or organizing office supplies

• Ability to operate standard office equipment

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

Work Authorization & Employment Requirements

• Must be legally authorized to work in the United States

• Sponsorship is not available for this position

• Must successfully complete employment eligibility verification and background screening

Equal Employment Opportunity & North Dakota Posting Language

Earth Systems, LLC is an Equal Opportunity Employer and a Drug-Free Workplace. Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, genetic information, veteran status, or any other protected status in accordance with applicable federal and North Dakota laws.