The Customer Fulfillment Administrator supports the accurate and timely processing of fictitious business name (FBN) renewals and applications, corporate compliance filings, customer correspondence, and related mail fulfillment. This position requires careful attention to detail, strong organization, professional communication, and the ability to manage multiple deadlines with limited supervision.
Essential Functions
• Receive, open, sort, count, and route incoming mail, renewal coupons, applications, and corporate compliance correspondence; maintain accurate processing records.
• Enter and update FBN renewals, applications, and corporate compliance transactions in company systems; verify information and maintain complete customer records.
• Prepare and print applications, instructions, cover letters, reminders, return envelopes, and customer fulfillment materials; review documents for accuracy before mailing.
• Assemble and track application packages for county offices and newspaper publication, including pending lists, supporting documents, fee estimates, shipping labels, and return materials.
• Process filed or rejected applications returned by counties or publishers; update records, prepare fulfillment letters, and coordinate corrections or resubmissions.
• Assist with corporate compliance coupon processing, fulfillment, credit card transactions, and customer inquiries, including routing chargebacks or complex issues for resolution.
• Follow up with customers by telephone or email for missing information, signatures, corrections, and application status; document correspondence and coordinate with customer service staff.
• Prepare refund documentation and assist with refund correspondence and record updates; route check issuance, accounting entries, and approvals to designated staff.
• Print, fold, stuff, meter, sort, and dispatch daily outgoing mail and monthly reminder letters; maintain postage equipment and coordinate pickups or deliveries.
• Help reconcile incoming renewal coupons and payments to processing logs; prepare supporting summaries for staff responsible for deposits and accounting.
• Maintain office supplies, records, filing areas, and an orderly workspace; assist with shipping, routine errands, and shared office tasks as needed.
• Work collaboratively with other processing and customer service employees to resolve exceptions, maintain turnaround times, and support changing workloads.
Requirements
• Prior experience in office administration, document processing, customer fulfillment, or a comparable detail-oriented position.
• Strong data-entry accuracy, organizational skills, and ability to follow detailed written procedures.
• Proficiency with Microsoft Office, particularly Excel and Word; comfortable learning databases, online portals, and shipping/postage systems.
• Professional written and telephone communication; good judgment when handling customer information and questions.
• Ability to prioritize repetitive, high-volume work, identify discrepancies, and follow assignments through completion.
• Reliable attendance, teamwork, and ability to work independently with minimal supervision.
Compensation and Benefits
Hourly pay: $20–$23, depending on experience. Paid vacation, sick leave, and holidays; medical and dental insurance; and a 401(k) plan with company matching.
Work Environment
This is a full-time, Monday through Friday, 100% in-office position (not remote or hybrid) at the Renewal Services office near Marine Corps Air Station Miramar in San Diego, California. Regular working hours are 7:30 a.m. to 4:00 p.m., Monday through Friday. Duties involve computer-based processing, document handling, office equipment, and routine incoming and outgoing mail operations.
Physical requirements
Regular duties include sitting or standing at a workstation, using a computer and telephone, handling paper records, and preparing mail and shipment packages. Occasional movement of office supplies and mail containers may be required. Reasonable accommodations may be made to enable qualified individuals to perform essential functions.
The preceding job description is not intended to be an all-inclusive list of duties and standards of the position. The employee will follow other instructions and perform other related duties as necessary.
