Administrative Assistant

Position Summary

This role is a central support role responsible for timesheet administration, invoicing, accounts payable, travel logistics, expense management, customer and vendor setup, financial reporting support, and general office administration. This position works closely with operations managers, field personnel, customers, vendors, and accounting personnel to ensure accurate billing, timely payment processing, efficient travel coordination, and effective administrative support.

Essential Duties and Responsibilities

Timesheet Administration

• Review and approve employee timesheets for accuracy and completeness.
• Verify job numbers, locations, and labor allocations.
• Coordinate with managers to confirm reported time and job assignments.
• Collect approved timesheets and supporting documentation for invoicing purposes.
• Ensure labor records are maintained accurately for billing and reporting.

Invoicing and Billing

• Gather and organize work tickets, service reports, and supporting documentation for customer invoicing.
• Create and maintain job work folders and billing records.
• Review invoices for accuracy, including:
  • Labor rates
  • Parts and materials
  • Totals and calculations
  • Purchase order, AFE, and LOE references
• Collect and reconcile reimbursable job-related expenses, including:
  • Hotels
  • Mileage
  • Per diem
  • Airfare
  • Ground transportation
  • Other travel-related costs
• Prepare sales orders and customer billing packages.
• Ensure customer-specific pricing, rates, and markups are applied correctly.
• Compile backup documentation according to customer requirements.
• Coordinate purchase order approvals and billing authorizations.
• Apply taxes to invoices where required.
• Investigate and resolve rejected or disputed invoices.
• Monitor outstanding accounts and communicate with customers regarding past-due balances.
• Support specialized invoicing processes for key customer accounts and contract-specific billing requirements.

Accounts Payable

• Monitor accounts payable communications and vendor correspondence.
• Review, organize, and distribute vendor invoices for approval.
• Match invoices to purchase orders and receiving documentation.
• Identify discrepancies and investigate mismatched amounts.
• Enter approved invoices into accounting software.
• Assign appropriate general ledger coding for expenses.
• Maintain digital records of invoices and supporting documentation.
• Respond to vendor payment inquiries and provide status updates.
• Review vendor statements and reconcile outstanding balances.
• Assist with payment prioritization and weekly accounts payable reviews.

Travel and Logistics Coordination

• Coordinate employee travel arrangements, including:
  • Hotel accommodations
  • Air travel
  • Rental vehicles
• Maintain traveler information required for airline and security programs.
• Provide support for travel-related issues and schedule changes.
• Troubleshoot logistical challenges and implement solutions quickly.
• Ensure travel expenses are properly allocated to jobs and customer billings when applicable.

Expense Administration

• Collect and review employee expense reports and receipts.
• Verify compliance with company expense policies.
• Return incomplete or inaccurate submissions for correction.
• Obtain management approvals for reimbursement requests.
• Compile approved expenses for payroll or reimbursement processing.
• Maintain organized expense documentation and records.

Office Administration

• Manage office supply inventory and reorder materials as needed.
• Coordinate procurement of office and facility supplies.
• Maintain organized filing systems for operational and financial records.
• Archive completed job files according to retention procedures.
• Assist with company credit card administration, including:
  • Monthly reconciliations
  • Receipt collection
  • Expense coding and documentation

Accounting System Administration

• Maintain customer, vendor, and job records within the accounting system.
• Process customer and vendor setup documentation.
• Coordinate completion of vendor applications and onboarding requirements.
• Ensure data accuracy within accounting and operational databases.
• Support job maintenance activities, including:
  • Job setup
  • Job closures
  • Client information updates
  • Vendor record maintenance
• Generate reports and operational data as requested by management.

Financial Reporting Support

• Assist with weekly financial reporting and forecasting activities.
• Track invoicing activity and accounts payable trends.
• Compile financial data for management review.
• Support analysis of project costs and operational expenditures.

Employee and Vendor Support

• Serve as a liaison between field personnel, management, accounting, customers, and vendors.
• Provide administrative support for fuel card management and distribution.
• Assist employees with administrative and logistical inquiries.
• Support operational initiatives and special projects as assigned.

Required Qualifications

• Associate degree in Business Administration, Accounting, Finance, or related field preferred; equivalent experience considered.
• Minimum 3–5 years of experience in accounting, billing, operations support, or administrative coordination.
• Experience with accounts payable, invoicing, and financial recordkeeping.
• Strong proficiency with Microsoft Office Suite, particularly Excel.
• Experience with accounting and ERP software systems.
• Excellent organizational and time-management skills.
• Strong attention to detail and accuracy.
• Effective verbal and written communication skills.
• Ability to manage multiple priorities in a fast-paced environment.

Preferred Qualifications

• Experience supporting field service, construction, industrial, manufacturing, or energy operations.
• Knowledge of payroll, expense management, and job-cost accounting.
• Experience coordinating employee travel and logistics.
• Familiarity with customer contract billing requirements and purchase order processes.

Key Competencies

• Organization and Planning
• Attention to Detail
• Problem Solving
• Customer Service
• Communication
• Financial Acumen
• Time Management
• Accountability
• Teamwork
• Adaptability