Front Office & Billing Coordinator

Front Office & Billing Coordinator

Katsam Property Services - Sterling, VA

Department: Executive Office / Administration

Reports to: Office Manager

FLSA Classification: Non-Exempt (Hourly)

Schedule: Monday–Friday, 8:00 AM – 4:00 PM, on-site

Compensation: $22.00 – $26.00/hour, commensurate with experience

Position Summary

The Front Office & Billing Coordinator is the welcoming face of the office and a key back-office contributor responsible for accurate, timely invoicing of completed field work. This is a blended role: roughly half front-office and administrative support, half billing and invoicing. The right person is equally comfortable greeting a visitor, keeping the office running smoothly, and owning the invoicing of night bulk trash, maintenance jobs, and completed day-operations work in QuickBooks. Reliability, discretion, and attention to detail are essential.

Billing & Invoicing (Core Accountability)

• Invoice all completed work accurately and on time, including night bulk trash pickups, maintenance jobs, and completed work from the day-operations department.
• Enter, review, and reconcile billing data in QuickBooks; identify and resolve discrepancies before invoices are issued.
• Coordinate with operations staff to confirm job completion and capture all billable work.
• Support accounts-receivable follow-up and respond to routine billing questions.
• Assist with data entry and billing coordination in NetSuite as the company transitions systems.

Front Office & Reception

• Greet, assist, and direct visitors in a polite, professional manner.
• Answer, screen, and route phone calls; take messages and maintain/distribute the staff phone roster.
• Receive and distribute incoming mail, packages, and courier deliveries; manage all outgoing mail.
• Announce vendor arrivals (e.g., Pro Shred) and assist with Friday catering lunches.

Office Operations & Administrative Support

• Maintain office supply inventory: monitor stock, anticipate needs, and place/expedite orders.
• Ensure operation of office equipment (copiers, water dispenser, postage meter); coordinate repairs and maintain equipment inventory.
• Assist employees with copier use and email setup.
• Keep the coffee bar stocked and the area clean throughout the day.
• Assist the General Manager and Operations Director with scanning, projects, and other duties as assigned.
• Support Human Resources with pre-onboarding: welcome new hires, guide them through electronic pre-onboarding, collect completed forms, and assist with the employee self-service app.

Required Qualifications

• QuickBooks experience (required).
• Strong time-management skills and the ability to prioritize in a fast-paced environment.
• Computer literacy: Microsoft Word, Excel, and Outlook; Guru and Slack a plus.
• Professionalism, discretion, and strict confidentiality.
• Clear, professional communicator; customer-service experience a plus.
• Positive, can-do attitude and a team-first orientation.

Preferred Qualifications

• NetSuite experience.
• Bilingual (Spanish).
• Prior accounts-receivable or invoicing ownership in a services or trades environment.

Additional Information

This job description is not designed to cover or contain a comprehensive list of activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.