Administrative Assistant at BP Supply Inc

Carlsbad, New Mexico, United States -

Full Time

Start Date

Immediate

Expiry Date

15 Sep, 26

Salary

0.0

Posted On

17 Jun, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Invoice Processing, Data Entry, Microsoft Outlook, P21, Written Communication, Verbal Communication, Time Management, Organization, Accounts Payable, Accounts Receivable, Customer Service, Inventory Coordination

Industry

Oil and Gas

Description

Description The Accounts Payable and Receivable Coordinator is responsible for keeping billing and office operations running smoothly. This role focuses on high-volume invoice processing, tracking, and follow-up while supporting customer service, internal coordination, and day-to-day administrative needs. Success in this role means staying organized, communicating clearly, and ensuring invoices move quickly and accurately from start to finish. Core Responsibilities: Must be willing to train in Midland, Lamesa, Andrews, and Monahans. Answer and direct incoming calls in a professional and timely manner. Assist customers with orders and general inquiries as needed. Process and input 80–200 vendor invoices daily for payment with a high level of accuracy. Match invoices to corresponding documentation and verify completeness. Send invoices via email for payment processing and required signatures. Track all outgoing invoices to ensure they are returned signed in a timely manner. Follow up on outstanding invoices to ensure you receive responses within a reasonable timeframe. Process the invoices for internal transfer and submit them to Midland via email. Maintain accurate tracking logs for incoming and outgoing invoices. Respond promptly and professionally to all email communications related to billing and operations. Prepare and send invoices requiring verification for the Accounts Payable process. Create and process Order Acknowledgements (OA) as needed. Process RMAs (Return Material Authorizations) when required. Coordinate with drivers and other store locations for inventory transfers. Assist with store-related pickups in Midland and Lubbock as needed. Order and maintain office supplies for the branch. Maintain organized and up-to-date documentation for all invoice records and correspondence. Support additional administrative and operational duties as assigned. Requirements Skills Required: Strong attention to detail and accuracy in high-volume data entry and invoice processing. Proficiency in Microsoft Outlook and accounting/inventory systems (e.g., P21 preferred). Effective written and verbal communication skills. Ability to manage multiple tasks and meet deadlines in a fast-paced environment. Strong organizational and time management skills. Ability to work independently and collaboratively with internal teams and vendors. Additional Details: Regular work hours are typically 8:00 AM to 5:00 PM, Monday through Friday, with flexibility based on operational needs. This role functions within our EOS framework, supporting accountability, clear communication, and measurable performance.

Responsibilities

The coordinator manages high-volume invoice processing, tracking, and payment verification to ensure smooth billing operations. Additionally, the role provides administrative support, handles customer inquiries, and coordinates inventory transfers between locations.