Administrative Assistant

Administrative & Billing Coordinator

Location: Orlando, FL
Department: Operations / Administration
Reports To: Operations Manager
Employment Type: Full-Time

Position Summary

PROtect, LLC is seeking a detail-oriented and organized Administrative & Billing Coordinator to support daily office operations at our Orlando, Florida location. This position will play an important role in providing administrative and billing support to the operations, field personnel, project managers, and leadership.

The ideal candidate will have previous billing experience, strong organizational skills, and the ability to manage multiple priorities in a fast-paced environment. Experience in oil and gas, industrial services, inspection, or construction-related industries is a plus.

Key Responsibilities

Billing & Invoicing

• Prepare, review, and process customer invoices accurately and in a timely manner.
• Review timesheets, work orders, purchase orders, and supporting documentation for billing accuracy.
• Assist with customer billing requirements, invoice submissions, and resolving billing discrepancies.
• Track outstanding invoices and assist with accounts receivable follow-up.
• Coordinate with operations and project managers to ensure all billable hours and expenses are captured.
• Maintain organized billing records and supporting documentation.

Administrative & Operations Support

• Provide general administrative support to the Orlando office and regional operations team.
• Assist with employee onboarding paperwork, personnel records, and documentation.
• Maintain employee files, training records, and required compliance documentation.
• Assist with scheduling, travel arrangements, and coordination of field personnel as needed.
• Support managers with reports, spreadsheets, data entry, and other administrative tasks.
• Assist with office supply management and general office coordination.
• Serve as a point of contact for internal employees, customers, and vendors.

Qualifications

• Previous administrative experience required.
• Previous billing, invoicing, or accounts receivable experience strongly preferred.
• Experience with Microsoft Excel, Outlook, and other Microsoft Office applications.
• Strong attention to detail and organizational skills.
• Ability to manage multiple tasks, meet deadlines, and work independently.
• Strong written and verbal communication skills.
• Ability to handle confidential employee and business information professionally.

Preferred Experience

• Familiarity with customer purchase orders, timesheets, service tickets, and project billing.
• Experience with accounting, ERP, or workforce management software.

What We're Looking For

We are looking for someone who takes ownership of their work, is proactive, dependable, and enjoys supporting a team. The right candidate will be comfortable working closely with operations leadership and field personnel while helping keep the Orlando office organized and running efficiently.