Billing and Quotation Specialist

The Administrative Assistant will play a critical role in ensuring accurate and timely processing of product and service sales orders and invoices within our Enterprise Programs Division. This position involves maintaining precise records, coordinating with program leads and accounting teams, and supporting administrative functions that keep our operations running smoothly. The ideal candidate is detail-oriented, highly organized, and comfortable working in a fast-paced environment with multiple priorities.

Salary: $55,000-$65,000

What You'll Do:

• Monitor and respond to all customer requests for product quotes in a timely manner
• Work with inside Sales Team & Manufacturers to obtain and provide product quotes  
• Accurately enter all new Product & Service Sales Orders into the accounting system.
• Verify monthly invoicing with Program Leads to ensure timely processing for month-end.
• Maintain and update customer records in spreadsheets or databases.
• Update the internal Project Management Tracking Database with corresponding Sales Order and Invoice numbers.
• Communicate with program leads and accounting to resolve any sales order or invoice discrepancies.
• Assist with additional administrative duties as needed.

What You Bring:

• Billing Support
• • Previous experience in data entry, billing, or invoicing preferred.
  • Proficiency in Microsoft Excel; experience with NetSuite is preferred but not required.
  • Strong attention to detail and organizational skills.
  • Ability to meet deadlines and manage multiple tasks simultaneously.
  • Excellent written and verbal communication skills.
  • Associates degree or equivalent required.
• Sales Support & Proposal Management
  · Partner with Account Managers to support initiatives and achieve revenue targets.
  · Coordinate RFPs, bid responses, proposals, and cross-department collaboration.
  · Manage renewals, upgrades, and warranty/license tracking, ensuring timely quotes and proactive follow-up.
  · Maintain deal registrations, CRM updates, and pipeline status tracking.
  Quoting & Pricing
  · Develop accurate product quotes and proposals, factoring in discounts, promotions, and margins.
  · Collaborate with Sales leadership on pricing strategies and vendor negotiations.
  · Communicate with distributors for pricing, lead times, and alternatives.
  · Leverage quarter- and year-end opportunities for deeper discounts.

• Preferred but Not Required

  • Experience with “Milestone” construction integration services billing.
  • Familiarity with NetSuite databases.
  • Experience using CRM or ERP systems.

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