Job title: General Admin (Invoicing Support) Type of employment: Full-time Shift Schedule: Monday–Friday, 8:00 AM–5:00 PM PST. After proficiency, the schedule may become flexible. A detail-oriented back-office administrative role focused on creating accurate, customized invoices from service work orders across multiple service departments. You'll handle invoice documentation, PDFs/file organization, and internal communication while following a defined process with high consistency and confidentiality. About the Employer: A family-owned commercial service contractor serving Northern California, providing maintenance and service support across Lighting, Electrical, Plumbing, and Mechanical departments. Company core values: • Excellence • Vision • Respect • Communication • Ownership Objectives of this role: • Produce accurate, department-specific invoices from service work orders. • Maintain clean, organized documentation and file records (especially PDFs). • Support timely billing workflows through consistent execution, follow-through, and clear internal communication. • Protect sensitive information through strict confidentiality and professionalism. Responsibilities: • Create customized invoices from service work orders for each Service Department: Lighting, Electrical, Plumbing, and Mechanical • Review work orders for completeness and clarity before invoicing. • Format, generate, and save invoice files (PDF creation, file naming, and storage). • Use provided templates and AI tools (ChatGPT) to generate invoice wording when needed. • Flag missing details/discrepancies quickly and communicate clearly for resolution. • Maintain organized records of invoices and supporting documents. • Follow defined SOPs and workflow steps with consistency (process adherence is critical). • Update and contribute to performance tracking in shared reporting (e.g., work orders processed, revenue/hour, weekly trends). Required skills and qualifications: • Experience supporting invoicing, billing, or work order processing in a service-based business. • Strong admin experience supporting structured, repeatable workflows. • Strong working knowledge of ChatGPT. • Proficiency in Excel (or Google Sheets equivalent) and comfort working inside a CRM. • Basic computer proficiency: PDFs, file creation/saving, file naming, and organized storage • Excellent written communication for internal coordination (no customer-facing communication) • High integrity, reliability, and confidentiality • Detail-oriented, highly organized, and able to multitask without sacrificing accuracy • Working style fit: thrives in systematic, repetitive work; low-level perfectionist/specialist mindset Preferred skills and qualifications • Familiarity with working across multiple departments with different invoice requirements • Experience in fast-paced operational environments with clear SOPs and measurable throughput targets Additional information: • System requirements: Dual monitors required; reliable, consistent internet connection.