Administrative & Billing Specialist (StarGard)

Essential Functions:

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

Education and Qualification 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.

Preferred Skills and Experience:

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

Work Environment and Physical Requirements:

Vision acuity required to include close vision, color vision, distant vision, and the ability to adjust focus
Ability to grasp objects such a telephone or computer mouse, finger dexterity to use a keyboard, calculator, and standard office equipment
Ability to walk, stand, reach with hands and arms; stoop kneel, crouch, and lift up to 25 pounds
Ability to frequently sit for extended periods of time
Ability to hear and talk, both in person and by phone
Ability to spend extended hours in front of a computer screen