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Administrative Assistant (San Diego)
Vulcan MaterialsSan Diego, CA, United States4 days ago
Job type
- Full-time
Job descriptionManage all aspects of cash sales, including order creation, reconciliation, and application. Partner with dispatch and Corporate ARS to resolve NSF payments, recover outstanding balances, and review aging reports for timely follow-up. Serve as the primary point of contact for billing disputes, ensuring timely review, resolution, and customer communication. Submit approved adjustments for processing while maintaining strong customer satisfaction. Execute basic quoting processes by creating and managing orders for additional charges (e.g., AB219 fees). Provide input into pricing strategies and market intelligence efforts by sharing customer and billing insights. Follow established audit procedures and provide documentation for periodic auditor reviews. Ensure all billing activities meet compliance and control standards. Maintain a customer-first approach in all billing, sales, and dispute resolution processes, ensuring clear communication and a high level of service. Assist with market intelligence by monitoring trends and supporting data collection. Collaborate across departments (sales, dispatch, ARS, corporate teams) to improve processes and resolve issues. Perform other duties as assigned. Prior experience in billing, accounting, or customer support preferred; construction materials or aggregates industry experience a plus. Strong communication and collaboration skills to partner effectively with customers, sales teams, and internal departments. Ability to resolve disputes diplomatically while maintaining positive customer relationships. Strong attention to detail and ability to manage high-volume, deadline-driven billing processes. Comfortable handling reconciliations, reports, and compliance requirements. Proficiency with Microsoft Office Suite, Google systems, and business systems. Ability to quickly learn and adapt to new systems and tools.
Administrative Assistant
What You'll Do
Manage Billing Process
- Lead the end-to-end billing process, ensuring accuracy and timeliness of daily billing packets and meeting all billing deadlines, including strict month-end close requirements.
- Prepare billing packets, manage billing exceptions, re-bills, and adjustments, and submit credit / rebill requests.
- Work closely with auditors by providing billing documentation and demonstrating compliance with audit controls.
Oversee Cash Sales
Handle Billing Disputes
Support Pricing and Quoting
Maintain Compliance and Audit Controls
Customer Experience
Additional Responsibilities
Skills You'll Need
Experience
Interpersonal Skills
Analytical & Organizational Skills
Technology Skills
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Administrative Assistant • San Diego, CA, United States
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