Job Title: Corporate Administrative Billing Assistant (Construction Invoicing) – Entry Level
About the Role & Company Structure
We are looking for someone to aid our administrative staff in billing! Our administrative team operates under a non-hierarchical structure, adjacent to managerial staff, answering only to the business owners, our clientele, and our responsibilities; we value team effort above all else! Because we thrive on collective success, the closest thing we have to traditional departments are "Hubs”. This role will exist within the Corporate Administrative hub, or the “Admin Hub”. Together, we share in our triumphs, problem-solve as a unit, and ultimately guide the company toward organized success!
All new members of the Admin Hub will initially work under the direct guidance of our existing administrative staff to support your training and professional growth. We don't gatekeep success here, we celebrate both individual autonomy and team collaboration! We are entirely focused on helping you use your natural strengths to thrive, grow, and creatively develop your place within our company. Versatility is a fundamental part of what we do and we encourage our team members to bring their unique skills to the table to find fresh, impactful ways of contributing. While we have stable, established systems in place, we always welcome creative solutions that elevate our collective experience.
Because we prize such a peer-led workspace rather than the traditional corporate ladder, this role cannot lead to or provide managerial experience or a management position. Instead, it is a true entry-level role designed for someone who wants to gain deep operational knowledge, thrives in a highly cooperative environment, and wants to be a vital part of a close-knit team!
Position Overview & Schedule
- Status: Part-Time (20–25 hours/week to start) with the option to transition into a Full-Time position with benefits depending on performance.
- Schedule: Flexible. We can accommodate school schedules, but your availability should include Monday–Friday sometime between the hours of 6:00 AM and 5:00 PM.
- Location: In-office, collaboration and guidance are key!
Daily Responsibilities
This role is strictly focused on construction-based invoicing. Working under the care of our administrative team, your daily duties will include:
- Information Gathering: Collect billing materials and documentation from Google Drive, CompanyCam, ClockShark, project coordinators, managers, and field staff.
- Billing Package Structure: Organize documentation and structure billing packages for fiber optics maintenance, outages, and low-voltage electrical installations. This includes learning how to read construction plans and blueprints to verify billing accuracy (training provided).
- Communication: Email project owners (clientele) with billing information. Maintain constant, professional communication via phone, text, and email with field crews, project coordinators, and clients' Accounts Payable departments.
- Tracking & System Updates: Use Google Sheets to track multi-stage invoicing submissions, follow up on the status of sent invoices, and update invoicing/job statuses throughout the submission process.
- Team Support: Take daily direction from project coordinators and the core administrative team to keep operations organized.
Requirements & Qualifications
- Communication Skills: Outgoing, friendly, and team-oriented. You must be able to communicate clearly and professionally with a wide variety of personalities, from field personnel to corporate accounting staff.
- Computer Proficiency: Strong computer skills are required. You must be proficient in:
- Google Workspace (Gmail, Sheets, Docs, Drive)
- Microsoft Excel and Word
- PDF Editors (Adobe, Bluebeam, or Tungsten)
- Capacity to Learn: This is an entry-level position. While experience in construction administration, invoicing, or general Accounts Payable is preferred, we will fully train the right candidate. You must demonstrate the capacity to learn the industry and value constructive direction from the existing admin staff.
- Team Mindset: Willingness to operate as part of a collective team without attempting to override existing group dynamics.
Preferred Pluses (Not Required):
- Familiarity with QuickBooks, CompanyCam, or ClockShark.
- A basic understanding of low-voltage electrical systems or fiber optics.
Long-Term Full-Time Transition Requirements
For candidates seeking to transition this role into a permanent, full-time blossoming career with full benefits, the following benchmarks must be met:
- System Expertise: Master our full software stack (including QuickBooks, CompanyCam, ClockShark, AT&T’s ORCA, and Brennan Electrical Tracking Sheets).
- Billing Mastery: Fully understand specialized electrical and fiber optics billing concepts.
- Data Integrity: Implement regular audits of our tracking sheets and programs to maintain order and accurate records.
- Operational Flexibility: Maintain flexibility within your administrative role to support the collective success of all hubs.
Benefits for Part-Time
- Flexible Scheduling
- Weekends Off
- 1 Week Sick Pay (40 Hrs)
- 1 Week Paid Time Off (PTO; 40 Hrs)
- Holiday Pay
- Cell Phone Reimbursement
- 401(k)
- 401(k) Matching
Benefits for a Full-Time Transition
- Increased Pay (With the possibility of Salaried pay depending on availability & skill.)
- Daytime Scheduling
- Weekends Off
- Sick Pay (40 Hrs)
- 2 Weeks Paid Time Off (PTO; 80 Hrs)
- Holiday Pay
- Cell Phone Reimbursement
- 401(k)
- 401(k) Matching
- Medical, Dental, Vision, FSA/HSA, Life Insurance, & more options for additional types of coverage.
To Apply
- Please submit your resume along with a brief introductory page (cover letter). We want to get to know you! Tell us who you are, what you know, what skills you bring to the table, what you would like to learn next, and what kind of coworker you would be to our team! We look forward to your introduction!
Pay: $22.00 - $25.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Flexible schedule
- Paid time off
Application Question(s):
- Do you have good computer skills?
Education:
- High school or equivalent (Required)
Language:
- English (Required)
- Spanish (Preferred)
Location:
- San Dimas, CA 91773 (Required)
Ability to Commute:
- San Dimas, CA 91773 (Required)
Work Location: In person
