Administrative Assistant – Network Operations Center (NOC) in Greenville, South Carolina at Communication Technology Services Inc

Administrative Assistant – Network Operations Center (NOC)

• Prepare and submit billing requests for Time and Materials (T&M) and equipment replacement work to Accounts Receivable, with the supporting purchase orders, quotes, and approvals.
• Prepare change orders, annual contract uplift and renewal paperwork, and job closeout forms, and request new job numbers as needed.
• Track customer purchase orders, follow up on outstanding POs, and work within customer procurement portals.
• Monitor open billing items against the monthly billing cut-off and resolve incomplete or rejected requests with Accounting.
• Verify invoicing status and monitor contract renewals.
• Quotes and Procurement
• Prepare customer quotes for repair, replacement, and T&M work and track them through customer approval.
• Manage equipment procurement workflows from order through receipt.

Scheduling and Field Coordination

• Schedule and coordinate recurring on-site system assessments (PSA program) with field technicians, regional teams, and customer site contacts, including site access.
• Maintain the assessment calendar and status tracker, identify sites coming due, and issue follow-up reminders so visits and reports stay on schedule.

Shipping, Receiving, and Inventory

• Ship and receive equipment, spare parts, and test gear, and track shipments through delivery and return.
• Maintain an accurate inventory of spare stock and test equipment, including periodic counts and check-out records.
• Order office and operational supplies and support Greenville office needs, including mail and facilities requests.

Customer Reporting and Onboarding

• Finalize and send monthly managed services reports to customers after technical review, verifying dates, site data, and content for accuracy.
• Compile and manage onboarding documentation for new clients and projects, process new customer data, and help prepare for onboarding meetings.
• Maintain customer contact and escalation directories.

Operational Support and Records

• Update and maintain project data in project management software (SiteTracker).
• Maintain digital job folders in ShareFile and ensure documentation is current and complete.
• Monitor shared NOC administrative mailboxes and route or resolve requests promptly.
• Support ticket tracking and monitor SLA compliance.
• Document recurring processes so work can be covered and audited.
• Provide outstanding service to internal teams and external partners, and perform other administrative duties as assigned.

• 3 to 5 years of experience in an administrative, billing, or project coordination role supporting an operations, field service, or technical team.
• High School Diploma required; Associate or Bachelor’s degree preferred.
• Hands-on experience with billing or invoicing support, such as preparing billing requests, matching purchase orders to completed work, processing change orders, or following up with Accounts Receivable.
• Strong working proficiency in Excel (templates, trackers, filters, and lookups), plus Microsoft Office and Google Workspace (Gmail, Drive, Sheets, Calendar).
• Experience scheduling and coordinating work across multiple parties, such as field technicians, customers, and regional teams.
• Strong written and verbal communication skills, including professional customer-facing email.