Temp-to-Hire, Administrative Invoice Assistant

Administrative Assistant (Temp-to-Hire)

NEXTAFF is assisting our client with the search for an Administrative Assistant to support daily office operations, invoicing processes, project coordination, and administrative functions. This is an excellent opportunity for a detail-oriented professional who enjoys structured work, process-driven responsibilities, and being a key contributor to operational success.

Position Details

• Position Type: Full-Time, Temp-to-Hire
• Work Environment: Fully Onsite
• Pay Rate: $21.00/hour
• Schedule: Monday through Friday, 8:00 AM to 5:00 PM
• Lunch Break: One-hour unpaid lunch

Position Overview

The Administrative Assistant will serve as a key point of contact for office and field operations while providing administrative support, maintaining documentation, processing invoices, and assisting with project coordination. This role directly impacts business operations by ensuring processes are completed accurately, efficiently, and on time.

The primary focus of this position will initially be invoicing and the many detailed steps involved in the billing process. This role is highly process-driven and repetitive in nature during the training and onboarding period. Candidates who enjoy structured, detail-oriented work and following established procedures will be most successful.

As the new hire becomes proficient in billing processes and systems, additional responsibilities and growth opportunities will be introduced.

Key Responsibilities

Administrative Support

• Establish and maintain organized filing systems and documentation.
• Answer incoming calls, emails, and correspondence.
• Route inquiries and ensure timely follow-up and resolution.
• Assist customers and employees with administrative requests.

Invoicing & Project Administration

• Process invoices accurately and efficiently.
• Track project paperwork and documentation.
• Process new work orders and project information.
• Monitor project statuses and maintain detailed records.
• Maintain accurate logs and documentation throughout the project lifecycle.

Vendor & Financial Support

• Assist with vendor setup and vendor relations.
• Process invoices and assist with issue resolution.
• Prepare and submit expense reports.

Payroll & Employee Support

• Collect and process timesheets to ensure timely payroll processing.
• Attend meetings as needed to collect documentation and communicate information.
• Provide administrative support to field operations and management teams.

Meeting & Operations Coordination

• Coordinate meetings and prepare supporting materials.
• Follow up on action items and support communication across departments.
• Assist with special projects and additional business needs as assigned.

Qualifications

Required

• High School Diploma or equivalent.
• At least one year of administrative or clerical experience.
• Experience with invoicing, work order processing, or office administration preferred.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks and deadlines in a fast-paced environment.
• Excellent written and verbal communication skills.
• Strong problem-solving abilities and sound judgment.
• Proficiency in Microsoft Office, particularly Excel.

Preferred

• Associate Degree in Business, Management, or a related field.
• Experience supporting construction, utility, or project-based operations.
• Advanced Microsoft Excel skills.

Ideal Candidate

The ideal candidate is highly organized, dependable, and detail-oriented. They enjoy process-based work, thrive in structured environments, and understand the importance of accuracy when handling billing, documentation, reporting, and administrative tasks. This position is an excellent fit for someone seeking long-term growth and who enjoys becoming a subject matter expert in operational processes.

If you are looking for a stable opportunity where you can build your administrative skills, learn new processes, and grow into additional responsibilities over time, we encourage you to apply.