Office Administrator- Billing Support at Spivey Services

About Spivey Services

Spivey Services is a leading provider of traffic safety and sanitation solutions in Virginia, offering traffic control, equipment rentals, and portable sanitation services—including restroom/shower trailers, hand-wash stations, and toilet accessories.

Position Summary

The Office Administrator – Billing Support plays a key role in supporting Spivey Services’ operations by managing daily office administration, billing workflows, customer communication, and route-related documentation. This role requires strong accuracy, timely follow‑through, and professional communication with customers, drivers, and military base personnel. Success in this position supports smooth billing operations and consistent service delivery across sanitation routes.

Key Responsibilities

• Answer incoming calls and general office lines
• Serve as the primary contact for the service driver “base” phone
• Respond to customer inquiries regarding service, rentals, billing, and scheduling
• Take credit card payments by phone and email in accordance with company procedures
• Perform daily billing and ensure all service tickets are closed when routes return
• Enter check payments into NetSuite accurately
• Open, sort, scan, and distribute office mail
• Print and process customer account statements
• Assist with collections on past-due accounts following company guidelines
• Support toilet route administration and coordination with operations staff
• Maintain accurate records related to routes, rentals, and billing
• Sort, organize, and file daily delivery and pickup tickets
• Prepare quotes for sanitation rentals and services
• Print daily rental contracts for outgoing units
• Prepare and submit required paperwork for driver badge access to military bases and Newport News Shipyard
• Track badge requests and coordinate follow‑ups to ensure uninterrupted driver access
• Communicate with operations staff to ensure all documentation and billing requirements are complete
• Perform other administrative duties as assigned

Qualifications

• High school diploma or equivalent required
• Administrative or office experience preferred (sanitation, construction, or public works environments a plus)
• Proficiency in Microsoft Office Suite (especially Outlook and Excel)
• Experience with billing, invoicing, payments, or collections strongly preferred
• Comfortable working in fast‑paced, operations‑driven environments
• Strong attention to detail and reliability with daily processes
• Professional phone and customer service skills

What We Offer

• Weekly Pay Every Friday
• Paid Training/ATSSA Certifications
• Night Differential and Overtime Opportunities
• Referral Bonuses
• Paid Holidays after 6 months
• Paid Time-Off (Vacation and Sick)
• Health, HSA, Dental, & Vision Insurance after 60 days
• Life & AD&D, Short-Term and Long-Term Disability after 60 days
• 401(k) with Company Match: Eligibility after 3 months; age 18+

Spivey Services is an Equal Opportunity Employer encouraging diversity in the workplace. All qualified applicants will receive consideration for employment without regard to their race, color, creed, religion, ancestry, national origin, sex, sexual orientation, gender identity, age, disability, marital status, family responsibilities, pregnancy, genetic information, veteran or military status.