Part-Time Administrative & Billing Specialist (StarGard)

Protective•La Mesa, CA

7d•Hybrid

About The Position

The Administrative & Billing Specialist is responsible for supporting daily business operations through administrative, billing, organizational, and operational support activities. This role helps ensure accurate recordkeeping, timely processing of information, effective communication, and coordination across departments. The ideal candidate is detail-oriented, adaptable, and capable of managing multiple responsibilities in a fast-paced environment. This is a part-time position, requiring 20 hours per week (PST).

Requirements

Strong computer skills including proficiency with Microsoft Office and Billing or Accounting Software
High School diploma or equivalent.
2+ years of experience in administration and customer service.

Nice To Haves

Some college, bachelor's degree preferred
Excellent customer service skills
Well-developed organizational skills and the ability to successfully manage multiple issues and demands
Excellent communication skills, both verbal and written
Previous accounts receivable or accounts payable experience

Responsibilities

Provides administrative and operational support to department leadership and team members
Assists with data entry, document processing, reporting and general office administration
Supports billing, payment tracking, and reconciliation activities
Communicates with internal departments, customers, vendors, and business partners regarding administrative matters
Coordinates and processes incoming paperwork, contracts, and related documentation
Ensures compliance with billing standards and internal controls
Maintains customer and account information within company systems
Collaborates with team members and other departments to resolve administrative, billing and operational matters and improve processes and systems
Assists with reporting, auditing, and quality control reviews to ensure accuracy and compliance
Creates invoices (via import and manual) for all incoming contracts received.
Deposits check payments to the bank
Applies payments to invoices in accounting system
Audits contracts, DMS sales and invoice transactions
Maintains confidentiality of sensitive business and customer information
Prepares and distributes correspondence, reports, statements, and other business communications
Adds Customers and Item Codes into accounting system as needed
Runs Monthly Statements once contracts are balanced
Supports month-end administrative processes and reporting activities
Prints all Monthly Statements, sorts, and reviews
Helps identify process improvements and supports implementation of operational efficiencies
Monitors and analyzes data to identify trends and variances
Emails/mails out monthly statements to Agents and Dealers
Strives to enforce and live Portfolio’s Philosophy each and every day
Takes ownership of changes and personally responsible for managing change in an upbeat positive manner
Supports budgeting, forecasting, and financial planning activities
Performs various non-essential duties outside of primary job responsibilities as part of a cross - functional and lean team member
Assists with After-Hours Stolen Vehicle Recovery: Periodically assist in the recovery of stolen vehicles outside of regular business hours. This responsibility is expected to occur infrequently and will be scheduled or requested on an as-needed basis. Associates who perform this duty will receive a minimum of two (2) hours of overtime pay for each occurrence, in accordance with California labor laws
Performs various non-essential duties outside of primary job responsibilities as part of a cross - functional and lean team member