Administrative & Billing Manager

Are you detail-oriented, organized, and experienced in billing and administrative leadership? Vartan USA is an aircraft product support service provider supporting Airbus and other major aerospace customers. We are seeking an Admin & Billing Manager to oversee billing, accounts receivable, and administrative operations across our U.S. locations.

Find us on the web at www.vartan.aero

Tasks:

•    Maintain overall responsibility for accurate and timely billing across all U.S. locations. 
•    Process and distribute monthly customer invoices, including labor, travel, and special project expenses.
•    Ensure customer service contracts and corresponding invoices are accurate and up to date.
•    Monitor outstanding invoices and ensure weekly payment reminders are issued to customers. 
•    Track and follow up on accounts receivable.
•    Prepare accounting documentation using QuickBooks.
•    Generate database reports for customers and the parent company, including statistical evaluations as needed. 
•    Serve as the primary point of contact for the Managing Director, Holding company, and customers for all U.S. Admin & Billing matters.
•    Oversee domestic and international customer communications in a professional and courteous manner.
•    Manage performance of the Admin & Billing team across U.S. locations.
•    Conduct performance evaluations and support employee development.
•    Train new and existing Admin & Billing team members on systems, procedures, and expectations.
•    Perform accurate manual data entry of handwritten job tickets into the database. 
•    Arrange domestic and international travel, including all related logistics. 
•    Share responsibility for office management, including inventory planning and office supply control.
•    Ensure office equipment upkeep and availability of supplies. 
•    Provide administrative support to other U.S. subsidiaries.
•    Assist with additional administrative and operational tasks as needed. 

Preferred Qualifications:

•    Excellent verbal and written communication skills.
•    Strong interpersonal skills with a customer-focused mindset.
•    Excellent organizational skills and attention to detail.
•    Strong time management skills with the ability to meet deadlines. 
•    Proven ability to lead, train, and support a multi-location team.
•    Database experience required.
•    Typing speed is 50 WPM and proficiency with 10-key entry.
•    Ability to maintain strict confidentiality of financial and proprietary information. 

Requirements:

•    Prior experience in billing, accounting support, or administrative management required. 
•    Willingness and ability to travel domestically and internationally once or twice per year. 
•    Valid passport.
•    Ability to perform repetitive data entry and keyboard work.
•    Ability to sit for extended periods of time. 
•    Experience with QuickBooks.
•    Strong knowledge of Microsoft Office Suite (Excel, Word, Outlook). 

As part of the selection process, applicants may be asked to complete an aptitude demonstration in Excel (creation and formatting) and QuickBooks data entry.

Benefits:

•    100% employer-paid health insurance after 1 year of service; 75% employer-paid during first year (excluding dependents)
•    Employer-paid Short-Term Disability insurance (excluding WA employees)
•    Employer-paid Long-Term Disability Insurance
•    Employer-paid Life and Accidental Death and Dismemberment insurance
•    Optional for Supplemental Life Insurance
•    401(k) with employer match
•    80 hours of paid vacation per year (accrued at 3.0769 hours per pay period)
•    52 hours of sick time accrued at 1 hour for every 40 hours worked
•    12 paid holidays per year
•    Overtime paid at time and a half 
•    Opportunity to travel with costs covered 100% by the employer