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Administrative Assistant

Administrative Assistant

Vulcan MaterialsSan Diego, CA, US
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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

  • Manage 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.

    • Handle Billing Disputes

  • 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.

    • Support Pricing and Quoting

  • 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.

    • Maintain Compliance and Audit Controls

  • Follow established audit procedures and provide documentation for periodic auditor reviews.
  • Ensure all billing activities meet compliance and control standards.

    • Customer Experience

  • Maintain a customer-first approach in all billing, sales, and dispute resolution processes, ensuring clear communication and a high level of service.

    • Additional Responsibilities

  • 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.

    • Skills You'll Need

    Experience

  • Prior experience in billing, accounting, or customer support preferred; construction materials or aggregates industry experience a plus.

    • Interpersonal Skills

  • 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.

    • Analytical & Organizational Skills

  • Strong attention to detail and ability to manage high-volume, deadline-driven billing processes.
  • Comfortable handling reconciliations, reports, and compliance requirements.

    • Technology Skills

  • Proficiency with Microsoft Office Suite, Google systems, and business systems.
  • Ability to quickly learn and adapt to new systems and tools.
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