Description

Our client is in need of an Administrative Assistant, in San Antonio, Texas. As an Administrative Assistant, you will be in charge of setting up jobs, monitoring credit approvals, and handling customer service issues related to invoices.

Responsibilities:

• Oversee the initiation of job setups in the system.

• Monitor the process for credit approval, including running DNB and checking payment history in the system.

• Handle the creation of both Electronic and Hard Folders.

• Facilitate the autofill of information into job scope for Sales Representatives to complete.

• Distribute completed Job Scope, service tickets, previous reports, material lists, etc. via email for scheduling.

• Prepare Contract jobs prior to being sent to Contract Administration.

• Issue Purchase Orders (POs) and enter PO receipts, including the upload of pick tickets to POs.

• Request missing invoices and packing slips from vendors.

• Process returned paperwork from the Operations Manager, ensuring all information is present, running job cost checks, and verifying the presence of a material PO or inventory control sheet.

• Dispatch invoices to customers and file necessary paperwork.

• Issue credits where required and handle customer service issues related to invoices.

• Investigate issues with POs from Accounts Payable and Collections.

• Research and verify under/over or duplicate payments, reporting findings back to the accounting department.

• Update billing notes in the system on a weekly basis.

Requirements • Proficiency in answering inbound calls, managing customer queries and providing excellent customer service.

• Demonstrated ability in data entry with a keen eye for details and accuracy.

• Experience in email correspondence, ensuring detail oriented and timely communication.

• Excellent handling of both inbound and outbound calls, maintaining high level of detail orientation.

• Proficiency in Microsoft Excel for data management and analysis.

• Proficient in Microsoft Outlook for scheduling, email management and task organization.

• Ability to create effective presentations using Microsoft PowerPoint.

• Proficient in Microsoft Word for document creation, editing and formatting.

• Experience in scheduling appointments, managing calendars and coordinating meetings. TalentMatch®

Robert Half is the world’s first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.

Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity - whenever you choose - even on the go. Download the Robert Half app (https://www.roberthalf.com/us/en/mobile-app) and get 1-tap apply, notifications of AI-matched jobs, and much more.

All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information.

© 2025 Robert Half. An Equal Opportunity Employer. M/F/Disability/Veterans. By clicking “Apply Now,” you’re agreeing to Robert Half’s Terms of Use (https://www.roberthalf.com/us/en/terms) .