Administrative Assistant Job at Vulcan Materials in San Diego

What You'll Do

Administrative Assistant

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.