Administrative Assistant, Billing

🧾 Keep Projects on Track and Invoices Precise – Join RMC Facilities Services, Inc. as an Administrative Assistant, Billing!

Position Title : Administrative Assistant, Billing

Company Name : RMC Facilities Services, Inc.

Pay Range : $30–$40 per hour, depending on experience

Location : Yorba Linda, CA,

Industry : General Construction (Commercial, Retail)

Job Overview

RMC Facilities Services, Inc. is seeking a detail-driven and experienced Administrative Assistant, Billing to support our project billing and invoicing functions within our construction operations. This full-time, on-site position plays a key role in ensuring that contract documentation, billing schedules, and project financials are handled with accuracy, discretion, and professionalism. Ideal candidates will bring experience with AIA billing, SOVs, and construction contract compliance, as well as a proactive mindset and a knack for detail-oriented work.

This is an excellent opportunity to contribute to a fast-growing general contractor while working in a collaborative, family-oriented environment with room to grow.

Who We Are

RMC Facilities Services, Inc. is a full-service general contractor with more than 50 years of experience serving commercial and industrial clients across Southern California. As a Certified Women Business Enterprise (WBE), we specialize in tenant improvements and facilities management and are recognized for our trusted service, reliable performance, and strong internal culture. At RMC, we prioritize promoting from within and offer an engaging workplace with structured support for long-term career development.

Visit us at : www.rmcfs.com

Key Responsibilities

Prepare, review, and submit AIA-style invoices, lien waivers, and billing forms

Compile and process contracts, change orders, and payment documentation

Create and manage Schedules of Values for project managers

Track and reconcile conditional and unconditional lien releases

Reconcile project budgets at various phases and during final billing

Communicate with clients, project teams, and external partners regarding billing status and documentation

Assist with contract and compliance review for billing accuracy

Maintain organized and up-to-date billing records in a cloud-based ERP system (preferably Acumatica)

Support accounting team with journal entries, collections tracking, and compliance documents

Handle confidential information with discretion and professionalism

Perform other administrative tasks as assigned and contribute to team initiatives

Qualifications

2+ years of experience in billing or administrative support for a general contractor.

High school diploma or GED required

Proficient in Microsoft Office Suite; strong Excel skills essential

Strong knowledge of AIA documents, lien waiver forms, and SOVs preferred

Detail-oriented with an accounting mindset and accuracy in financial recordkeeping

Comfortable with multitasking in a fast-paced environment

Excellent verbal and written communication skills

Self-motivated, problem-solving mindset, and team-oriented approach

Ability to learn and navigate ERP systems (Acumatica experience a plus)

Notary certification preferred but not required

Must be able to pass a pre-employment drug screen and background check

Preferred Additional Skills

Familiarity with general ledger and journal entries

Background in collections and A / P–A / R

Contract compliance or audit review experience

Experience handling financial closeout documentation for commercial construction projects

Benefits

Medical, Dental, Vision, and Life Insurance

Retirement Savings Plan (Safe Harbor 401k)

Paid Time Off (Vacation, Sick Days, Holidays)

Bi-Weekly Pay Cycle

Annual Bonus Eligibility (based on company performance)

Company Events, Uniforms Provided, Employee Recognition

Schedule

Full-Time — Monday to Friday

This is an on-site position at RMC’s Southern California location.

Work Location

Primary office location in Southern California. No travel required.

Equal Employment Opportunity

We are proud to be an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other legally protected status.

A background check will be completed as part of the onboarding process, in compliance with applicable laws.

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