Administrative Clerk – Invoicing & Accounts Receivable
Location: Oklahoma City, OK
Schedule: Hourly, 36–40 hours per week, Monday–Friday
Position Overview
We are seeking a dependable and detail-oriented Administrative Clerk to support invoicing, payment posting, deposit records, and general administrative functions at our Oklahoma City location.
This position plays an important role in helping ensure customer invoices are processed accurately, payments are recorded correctly in NetSuite, deposits are documented, and administrative records are maintained in an organized and reliable manner. The role is best suited for someone who is accurate, consistent, organized, and comfortable working with invoices, customer records, payment details, and basic office communication.
This is an hourly position based in Oklahoma City, expected to work approximately 36–40 hours per week.
Qualified candidates may be asked to complete pre-employment skills assessments related to clerical accuracy, data entry, basic math, communication, and problem-solving. These assessments are used to help ensure candidates are well matched to the accuracy, documentation, and system-based requirements of the position.
Key Responsibilities
Invoicing & Customer Billing
- Prepare and process customer invoices in NetSuite based on completed shipments and approved documentation.
- Email or mail invoices to customers as required.
- Upload or submit invoices through customer portals when needed.
- Review invoice packets for completeness and escalate missing or unclear documentation to the appropriate manager or sales contact.
- Maintain organized invoice records, supporting documents, and customer correspondence.
Payment Posting & Deposit Support
- Record customer payments in NetSuite accurately and timely.
- Prepare and maintain bank deposit documentation for check payments.
- Match customer payments to invoices and supporting remittance information.
- Reconcile posted payments in NetSuite against bank deposit records.
- Identify short payments, overpayments, unapplied payments, duplicate payments, or other payment questions and communicate issues to management.
Records, Filing & Administrative Support
- Maintain accurate filing of invoices, payment records, deposit slips, remittance details, and related AR documentation.
- Support general office record keeping and administrative organization.
- Answer incoming phone calls and route inquiries appropriately.
- Assist with basic customer communication related to invoice copies, payment status, or documentation requests.
- Communicate collection problems, customer disputes, or unresolved payment issues to management and sales staff.
Communication & Escalation
- Communicate clearly with station management, sales staff, and accounting/finance contacts.
- Escalate customer payment issues, billing discrepancies, or documentation problems rather than allowing them to sit unresolved.
- Maintain a professional tone when dealing with customers and internal team members.
Required Qualifications
- High school diploma or equivalent.
- Prior clerical, administrative, invoicing, AR, bookkeeping, or office support experience preferred.
- Strong attention to detail and accuracy.
- Basic computer skills, including email, file management, and Microsoft Excel.
- Ability to learn and work in NetSuite.
- Comfortable working with invoice numbers, customer names, payment records, and deposit documentation.
- Strong organization and follow-through.
- Professional phone and email communication skills.
- Reliable attendance and availability during normal business hours.
Preferred Qualifications
- Experience with NetSuite or another ERP/accounting system.
- Experience posting customer payments or working with accounts receivable.
- Experience preparing bank deposits or reconciling payment records.
- Experience in an oilfield, manufacturing, distribution, or service-business office environment.
- Familiarity with customer portals, invoice packets, remittance documents, or sales order documentation.
Key Qualities
- Accurate: understands that small errors in invoicing or payment posting can create larger downstream problems.
- Organized: keeps records clean, traceable, and easy to find.
- Dependable: maintains consistent attendance and follows through on daily responsibilities.
- Practical communicator: asks questions when documentation is unclear and escalates problems appropriately.
- Process-minded: follows procedures and helps maintain clean administrative workflow.
- Discreet and professional: handles customer and payment information responsibly.
Compensation
$20–$24 per hour, depending on experience.