Administrative Assistant

Job Overview:
We are a fast-paced, growing company seeking a reliable and detail-oriented individual to support our billing and operations team. This role is structured to provide essential support across multiple areas of the business, including billing, operations, and administrative functions.

While this is not a traditional accounting position, it has clearly defined responsibilities that are critical to keeping our financial, operational, and administrative processes running smoothly. The ideal candidate will be organized, proactive, and capable of managing multiple tasks while assisting in different areas of the company as needs arise.

Key Responsibilities:

• Manage client billing processes, including pay applications, change order tracking, and payment tracking
• Track and maintain invoices, ensuring accurate and timely processing
• Handle subcontractor payment inquiries, deductions, and lien waivers
• Process checks, including invoice review, approvals, and maintaining check logs
• Assist with miscellaneous payments and expense handling
• Coordinate subcontractor onboarding, including tracking paperwork, maintaining files, and auditing documentation
• Manage employee applications, including collecting required documentation and maintaining organized records
• Oversee gas card management, including ordering, tracking, activating, and deactivating cards
• Manage DMV-related processes such as vehicle registrations, renewals, smog checks, recall tracking, and distribution of registration documents
• Maintain insurance records, including filing ID cards both physically and digitally
• Maintain organized filing systems for all paperwork, including subcontractor documents, employee applications, and mail correspondence
• Maintain accurate tracking systems across multiple platforms
• Follow up on outstanding items to ensure timely completion
• Provide general administrative and operational support as needed

Qualifications:

• Strong organizational skills with the ability to manage multiple tasks simultaneously
• Ability to work efficiently in a fast-paced environment
• High level of attention to detail and accuracy
• Excellent communication and follow-up skills
• Self-motivated with a willingness to learn and take initiative
• Trustworthy and dependable with the ability to handle confidential information
• Proficient in Microsoft Office (especially Excel, Word, Outlook); experience with Adobe and Dropbox is a plus

Job Type: Full-time

Pay: $20.00 - $23.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Education:

• High school or equivalent (Preferred)

Experience:

• Administrative Assistants & Office assistant: 2 years (Required)
• Customer service: 1 year (Required)

Language:

• Spanish (Required)

Work Location: In person