Overview
Billing & Administrative Coordinator Jobs in El Cajon, CA at Rust and Sons Trucking, Inc.
Position Summary
Rust & Sons Trucking and Rust Logistics are seeking a dependable, detail-oriented Billing & Administrative Coordinator. This position supports customer billing, lien releases and waivers, joint-check documentation, vendor and customer communication, recordkeeping, and daily office coordination. The right candidate will be organized, responsive, comfortable learning new systems, and able to manage multiple deadlines without losing accuracy.
Key Responsibilities
- Prepare, review, revise, and submit customer invoices and supporting billing packages.
- Collect freight bills, trip documents, manifests, load information, purchase-order references, and other backup required for billing.
- Prepare and track conditional releases, unconditional releases, lien waivers, joint-check documentation, and signature requests.
- Communicate professionally with customers, subcontractors, vendors, project managers, dispatch, billing, and accounting personnel.
- Research billing discrepancies, missing paperwork, overpayments, short payments, and account questions, then route unresolved issues appropriately.
- Maintain organized electronic and paper records for invoices, releases, vendor documents, contracts, and correspondence.
- Assist with customer and vendor account setup, insurance or compliance document follow-up, and basic data maintenance in company systems.
- Provide administrative support to ownership and the office team, including phone coverage, document preparation, scanning, filing, and special projects.
- Follow documented procedures, meet recurring deadlines, and help cross-train teammates so key responsibilities always have backup coverage.
Required Qualifications
- At least 3 years of billing, accounting support, construction administration, office coordination, or similar experience.
- Strong attention to detail with the ability to compare invoices, rates, quantities, and supporting documents.
- Professional written and verbal communication with customers, vendors, and internal teams.
- Proficiency with Microsoft Outlook, Excel, Word, Teams, and shared electronic files.
- Dependable attendance, sound judgment, confidentiality, and consistent follow-through.
- Ability to work on-site in El Cajon and adapt to changing priorities in a fast-paced environment.
Preferred Background
- Trucking, logistics, construction, environmental services, public works, heavy equipment, or project-based billing experience.
- Experience with lien releases, waivers, joint checks, subcontractor documentation, accounts receivable, or payroll backup.
- Experience using transportation management, accounting, payroll, document-management, or customer portal systems.
- Associate degree or additional coursework in accounting, business, or office administration.
What Success Looks Like
- Invoices are complete, accurate, supported, and submitted on time.
- Releases, waivers, joint checks, and customer documents are tracked through completion.
- Missing information and billing discrepancies are identified early and followed through to resolution.
- The office has organized records, responsive communication, and trained backup coverage for core responsibilities.
Compensation & Benefits
- $28.00-$36.00 per hour, depending on relevant billing, compliance, construction, or transportation experience.
- Benefits, paid time off, and bonus eligibility may be offered in accordance with company plans and policies.
- Training and long-term growth opportunity within a stable, family-owned company.
- Compensation range is provided in good faith and may be adjusted based on candidate qualifications and the final scope of responsibility.
About Rust & Sons Trucking / Rust Logistics
Rust & Sons Trucking, Inc. and Rust Logistics, Inc. are family-owned transportation and logistics companies based in El Cajon, California. Our team supports complex trucking, logistics, environmental, construction, and project-based transportation needs. We value accountability, responsiveness, teamwork, and long-term relationships with our employees, customers, and partners.
Pay: $28.00 – $36.00 per hour
Benefits:
- 401(k)
- Health insurance
- Paid sick time
- Paid time off
- Retirement plan
Work Location: In person
Title: Billing & Administrative Coordinator
Company: Rust and Sons Trucking, Inc.
Location: El Cajon, CA
Category:
