Job Description
Job DescriptionWe are looking for a detail-oriented Administrative Assistant to support billing operations in Orange, California. This contract opportunity with permanent potential is ideal for someone who thrives in a fast-paced office environment and can manage a high volume of administrative and invoicing tasks with accuracy. The person in this role will help keep billing records organized, coordinate with internal teams and customers, and ensure documentation is complete so invoices are submitted on time.
Responsibilities:
• Manage a high daily volume of invoices, ensuring billing activity is processed accurately and on schedule.
• Review inspection documentation, quoted work, and completed service transactions to prepare customer billing.
• Confirm that reports include required approvals and supporting records before invoices are issued.
• Communicate with staff and customers to obtain missing paperwork and clarify incomplete billing details.
• Submit invoices through client billing portals while following each customer's formatting and documentation guidelines.
• Maintain spreadsheets and tracking files to monitor completed work, invoice progress, and outstanding items.
• Investigate billing variances, rejected invoices, and payment-related concerns to support timely resolution.
• Provide general administrative support, including data entry, office coordination, and handling inbound calls as needed.• At least 2 years of experience in an administrative, billing, or office support role.
• Strong data entry skills with a high level of accuracy and attention to detail.
• Experience processing invoices and supporting billing or collections activities.
• Ability to organize documentation, track multiple priorities, and meet deadlines in a high-volume setting.
• Comfortable communicating with internal departments and customers to gather information and resolve issues.
• Proficiency with spreadsheets and standard office software used for reporting and recordkeeping.
• Strong phone and office support skills, including answering inbound calls and assisting with receptionist-related tasks.