Administrative Assistant Orange, CA

Administrative Assistant

We are looking for a detail-oriented Administrative Assistant to support billing operations for a busy service environment in Orange, California. This contract opportunity with permanent potential is ideal for someone who can manage a fast-paced workload, maintain organized records, and communicate effectively with both internal teams and customers. The role focuses on invoice processing, documentation review, and administrative coordination to help ensure timely and accurate billing activity.

Responsibilities:

• Handle a high daily volume of invoices, maintaining accuracy and timeliness throughout the billing process.
• Examine inspection documentation, service records, and quoted work to prepare charges for invoicing.
• Confirm that required approvals, sign-offs, and supporting paperwork are complete before billing is submitted.
• Communicate with team members and customers to obtain missing details, clarify incomplete reports, and keep billing items moving forward.
• Submit invoices through customer-designated billing portals while following each client's formatting and submission guidelines.
• Maintain billing logs and tracking spreadsheets to monitor completed work, invoice progress, and unresolved items.
• Investigate rejected invoices, payment questions, and account discrepancies to support prompt resolution.
• Perform general administrative support duties, including data entry, call handling, and front-office coordination as needed.