Operations and Billing Coordinator

Tyler, TX
Full Time
Business Operations
Entry Level
Job Description:
The Operations and Billing Coordinator is responsible for ensuring the seamless flow of operational and financial processes, focusing on accurate documentation, coordination between departments, and maintaining strong vendor relationships. This role requires a detail-oriented individual with excellent communication and organizational skills who can effectively balance multiple priorities.

Key Responsibilities:
  1. Billing and Invoicing:
    • Print and process trucking and vendor invoices.
    • Enter third-party invoices and non-routine purchase orders (NR-POs) into QuickBooks.
    • Audit and approve trucking invoices, including creating and logging purchase orders (POs).
    • Consistently follow up with vendors to ensure invoice accuracy and prompt payment.
  2. Job Reporting and Tracking:
    • Balance jobs, update APIs, and add third-party charges to close jobs.
    • Audit third-party margin accuracy on completed jobs.
    • Update and maintain the sales order tracker and 10-day operational reports.
  3. Sales Order Management:
    • Process sales orders through the workflow and send them for approval or to finance.
    • Resolve discrepancies related to sales orders, including lease information and barrel counts.
    • Follow up with the Customer Manager (CM) on pending approvals for old sales orders.
  4. Coordination and Communication:
    • Serve as a liaison between operations and purchasing teams for mud inventory, including creating POs and updating relevant spreadsheets.
    • Communicate with plant technicians to revise load tickets and resolve operational discrepancies.
    • Travel to various facilities to check in with employees and address any issues.
  5. Meetings and Collaboration:
    • Attend weekly operations and sales meetings.
    • Participate in miscellaneous team meetings and respond to internal communications promptly.
  6. General Administrative Support:
    • Manage interruptions and prioritize tasks effectively to maintain workflow efficiency.
    • Address and resolve sales order invoicing discrepancies.
Qualifications:
  • Proficiency in QuickBooks or similar financial software.
  • Strong attention to detail and problem-solving skills.
  • Excellent written and verbal communication skills.
  • Ability to manage multiple tasks in a fast-paced environment.
  • Experience in operations or billing within the oil and gas industry is preferred.
Education:
  • High school diploma or equivalent (required).
  • Associate degree in business administration, accounting, or a related field (preferred).
  • Bachelor's degree (optional but advantageous, especially in accounting, finance, or operations management).
Skills:
Technical Skills:
  • Proficiency in accounting or financial software (e.g., QuickBooks, Excel, Google Sheets).
  • Strong computer literacy, including Microsoft Office Suite (Excel, Word, Outlook).
  • Knowledge of operational workflows and vendor management.
  • Basic understanding of accounting principles and job costing.
Organizational Skills:
  • Exceptional attention to detail to ensure accurate documentation and invoicing.
  • Ability to prioritize and manage multiple tasks in a fast-paced environment.
  • Experience tracking and auditing financial and operational data.
Communication Skills:
  • Clear written and verbal communication skills for interacting with team members, vendors, and customers.
  • Strong follow-up skills to ensure timely completion of tasks and approvals.
Problem-Solving Skills:
  • Ability to resolve discrepancies in invoices, sales orders, and operational data.
  • Analytical mindset to identify and correct inconsistencies in job reports and third-party margins.
Interpersonal Skills:
  • Team collaboration and the ability to work across departments (e.g., sales, operations, and purchasing).
  • Professional demeanor when liaising with vendors and employees at multiple facilities.
Other Skills:
  • Experience in the oil and gas industry (preferred but not required).
  • Ability to travel occasionally to other facilities or field locations.
Work Experience:
  • 1–2 years of experience in billing, accounting, operations, or administrative roles (minimum).
  • Experience in the oil and gas or logistics industry is highly desirable but not required.
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