Billing & administrative assistant

Provide accurate and timely administrative and financial support to facility operations.

• Ensure invoicing, purchasing, payables, and financial transactions are processed accurately and on time.
• Maintain accurate ERP records and support monthly financial reporting and reconciliation.
• Improve coordination between Operations, Finance, Sales, customers, and vendors.
• Support efficient facility operations through strong organization, documentation, and follow-through.
• Maintain compliance with NOV policies, procedures, and financial controls.

RESPONSIBILITIES

• Process, maintain and submit customer invoices per system guidelines within required deadlines.
• Create invoices according to company policy if required.
• Merge, scan and upload all customer folders to company data base.
• Maintain and update customer info as needed (Customer name, address, mergers, etc.).
• Communicate with customers regarding payment status and resolve payment disputes.
• Collaborate with the collections manager and sales to reconcile accounts receivable on a periodic (at least monthly) basis.
• Assist with managing accounts payables.
• Set up and maintain vendors.
• Issue purchase orders and process vendor invoices for payment.
• Record, update and maintain monthly expenses.
• Maintain and report unbilled revenue report monthly.
• Assist with maintaining employee timesheets.
• Manage facility accounting and financial reporting.
• Perform work related tasks as assigned (Ex. Scan, file, etc.).
• Comply with all NOV Company and HSE policies and procedures.

QUALIFICATIONS

• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office.
• Proficient in ERP systems (JD Edwards preferred).
• Ability to work independently and in a fast-paced environment.
• Ability to anticipate work needs and interact professionally with customers.
• Excellent organizational skills and attention to detail.
• High School Diploma or GED.
• 3+ years of experience in accounting.
• Background in Finance a must.