Administrative Assistant - Accounts Receivable

Description

Position Overview:

As a key member of the front office, you will be responsible for ensuring the smooth running of daily administrative tasks and assisting with Data entry and analysis, financial reporting, and the accounts receivable processes of the organization.

Primary Responsibilities:

Responsible for administrative functions and front office activities of the organization, including day-to-day responsibilities in accordance with the organization’s policies and applicable laws. Provides back up to logistics activities, supports movement of product to and from the facility and supports the financial work of the organization – this includes accounts receivable activities to ensure the organization receives payment for its services.?

Financial Data Entry and Accounts Receivable

• Accounts receivable process, including generating invoices, processing payments, running, and reconciling reports, and following up on delinquent accounts. Resolves payment discrepancies and answers customer inquiries related to billing and payments.
• This position will be maintaining accurate records of all accounts' receivable transactions, as well as preparing and submitting daily, weekly, and monthly reports on accounts' receivable activity.
• Collaborate with Managers and Accounting to ensure accurate and timely financial reporting. Will be compiling financial data for analysis and reporting purposes.
• Assist Managers with closing the monthly financials of recycling facility from start to finish and understand the process of being able to provide office coverage during absences.
• Prepare and send customer account statements and past-due payment notices.
• Monitor accounts for receivable balances and follow-up with customers regarding outstanding invoices and overdue payments.
• Process incoming payments, including checks, ACH, and credit card transactions, and accurately apply payments to customer accounts.
• Research and resolve billing discrepancies, duplicate payments, account credits, and invoice adjustments.
• Prepare credit memos and maintain accurate customer account records.
• Communicate professionally with customers regarding billing questions, payment status, and account reconciliations.
• Assist with account setup, customer documentation, and collection of required tax forms, including W-9s.
• Perform general administrative duties, including document preparation, filing, data entry, and maintaining organized records.
• Support daily office operations and collaborate with internal departments to resolve account issues and improve workflow.
• Maintain confidentiality and accuracy when managing financial and customer information.

Transportation Data Entry

• Accurately input transportation data into various databases, spreadsheets, and software systems. Must verify the accuracy of data before entry, identify and corrects any discrepancies. Ensures that data confidentiality and security protocols are followed.
• Recording and documenting accurate weight measurements and relevant data while ensuring compliance with regulatory requirements and company policies for weighing and recording. This includes weighing trucks in and out on the scales and based off this information will pay or charge the account accordingly.

Assist in the day-to-day administrative tasks of Seadrunar Recycling

• Provide support to the Administration Manager to include customer service and responding to any customer service complaints, managing the front desk as needed, answering and routing phone calls, and inventory of office supplies.
• Assists with the preparation of correspondence, reports, and presentations.
• Additionally provided back up to the logistics coordinator when needed-Not done daily would be when providing coverage for sick or vacation. Would not be alone in this process.
• Coordinate and schedule outbound shipments and deliveries.
• Communicate with brokers and warehouse personnel to confirm shipment details and delivery schedules.
• Prepare and verify shipping documents, bills of lading, delivery tickets, and other required paperwork.
• Resolve shipping discrepancies, missed pickups, delivery issues, and customer concerns.
• Update internal systems with shipment information, order status, and delivery details.
• Ensure outbound shipments comply with company procedures, customer requirements, and applicable transportation regulations.
• Other duties as assigned.

Pay Rate:

$26 - $28 per hour

Schedule:

Monday - Friday 7:30am - 4:00pm

Requirements

Essential Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Education and Experience Requirements:

• High School Diploma or equivalent required; AA degree in business or accounting preferred.
• I must have 1 year of administrative experience in a business setting or equivalent education and experience.
• Experience and background in bookkeeping, accounts receivable, and other accounting work.

Knowledge, Skills, and Abilities:

• Customer service skills, including the ability to manage inquiries and complaints from customers regarding their accounts in a professional and service-oriented fashion.
• Excellent time-management skills, including the ability to prioritize tasks and meet deadlines.
• Highly organized, detail-oriented, and able to effectively solve problems with minimal direction.
• Demonstrated ability to manage confidential business with discretion and diplomacy.
• Proficient in Microsoft office, including excel, and able to format and index large documents.
• Demonstrates effective oral and written communication, as evidenced by effective teamwork, accurate correspondence and reports, and respectful and friendly demeanor and presentation.
• Reliable attendance and willingness to take on new tasks or relieve other staff as needed.

Physical Demands and Work Environment:?

The physical demands and work environment described below represent the activities and surroundings of the positions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The work is typically performed in an office environment, with a moderate noise level. To perform the job, the employee is frequently required to talk and listen on the telephone and in person with individuals and groups. The employee is required to read and respond to documents in hard copy and electronic form.? Type and use repetitive motion on a regular basis.