Data Entry & Billing Coordinator

Position Overview The Data Entry & Billing Coordinator plays a key role in supporting the Landscape Billing Department, which manages billing for approximately 300 customers across Houston and Austin. This position is responsible for accurately entering daily timesheets, processing vendor bills, coordinating purchase order documentation, and assisting with invoice finalization and month-end reconciliation. The ideal candidate is detail-oriented, organized, and comfortable working in a fast-paced, high-volume environment.

Key Responsibilities Daily & Weekly Tasks

• Enter daily timesheets for 20 landscaping crews into the ERP system, ensuring the correct crew member and customer are selected for each entry.
• Process and enter vendor bills for all three landscaping departments, verifying the appropriate general ledger (G/L) account and customer account codes are applied.

Monthly Tasks

• Finalize customer invoices, ensuring all labor, materials, and subcontract costs are accurately captured and billed.
• Perform month-end reconciliation, including verification that all cost of goods sold (COGS) entries have been properly allocated and charged.
• Calculate and report labor utilization rates by department on a monthly basis.

Collaboration & Communication

• Coordinate with operations and billing teams to ensure all required documentation is complete, accurate, and submitted on time.
• Proactively communicate missing information, discrepancies, or billing issues to the appropriate team members.
• Maintain organized digital and physical records to support audit readiness and internal reporting requirements.

Qualifications

• 1–2 years of experience in data entry, billing, accounting support, or a similar administrative role.
• Strong attention to detail with a proven track record of high accuracy in data entry.
• Ability to manage high-volume tasks and consistently meet daily and weekly deadlines.
• Familiarity with purchase orders, vendor invoices, and job-costing concepts preferred.
• Proficiency in Microsoft Excel and accounting or ERP systems; experience with landscape or construction billing is a plus.
• Strong written and verbal communication skills with excellent organizational abilities.

WORK ENVIRONMENT & SCHEDULE

• Full-time, non-exempt position.
• Standard business hours with potential for increased workload during month-end close periods.
• Collaborative team environment working closely with both the Accounting and Landscape Billing departments.