Under the supervision of the Office Manager, Administrative Assistant is responsible for performing day-to-day accounts payable, accounts receivable, general office, invoicing, and payroll functions, reviewing, processing, and data entry of approved vendor invoices, other payment requests, and payroll punch changes/updates. Perform the function of ensuring payables are accurately accounted for and processed in a timely manner. Supports managers and employees through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material.

ACCOUNTS RECEIVABLE

• Responsible for verifying accuracy of data related to billing transactions before weekly, monthly or semi-monthly invoices are generated.
• Generate customer invoices and ensure they are distributed accordingly, including customer contacts.
• Set up new customer accounts in Linen Master.
• Update Linen Master Database as needed.
• Make bank deposits for payments received from customers.
• Make entries in accounting system to process payments from customers.
• Generate customer statements and send them to customers.
• Make collection calls for past due amounts.
• Resolve inquiries from customers regarding billing issues.

ACCOUNTS PAYABLE

• Perform variety of accounting, record keeping and clerical functions in the accounting department and provide efficient, timely customer service to both external and internal customers.
• Performs accounts payable accounting and record keeping functions; processes payable, weekly payment duties and other responsibilities related to the accounts payable function.
• Processes, tracks, and maintains records on payables to ensure accurate payment reporting.
• Reviews/Audits data and corrects discrepancies to ensure payments comply with company expense policies.
• Pays vendors by preparing checks, resolves purchase order issues, follows contract requirements, processes invoice and payment discrepancy documentation, issuing purchase order amendments.
• Email rent invoices for MBP, collect checks, and enter payment.

ADMINISTRATIVE

• Answering calls in a professional, timely and tactful manner.
• Provides basic information when needed, and direct calls accordingly.
• Prepare and edit correspondence, communications, presentations, and other documents, as needed.
• Interfaces with managers/supervisors and maintains relationships.
• Order office supplies.
• Run revenue reports.
• Enter daily linen orders and print shortages.
• Send soil/clean variance report to General Manager and customers.
• Generate rag customer invoices and enter bins on excel spreadsheet.
• Settle/reconcile linen orders.
• Create Fill Rate Report and send it to corporate for verification.
• Update and maintain weekly reports for AP tracking (monthly vendors and outstanding PO)
• Maintain filing system.

CUSTOMER SERVICE

• Provide customer service to clients and vendors, when necessary.
• Prints customer orders for distribution to production team.
• Prepares order adjustments and soil linen adjustments.
• Verifies the accuracy of soil linen data in Linen Master.
• Undertake basic bookkeeping tasks including data entry to assist with client billing and customer service needs.

PAYROLL DUTIES

• Prepares hourly staff payroll, audits data per review to ensure deduction reconciliation for processes payroll.
• Prepares temporary staff payroll and ensure processing with staffing agency in a timely manner.
• Submits employment status report hired/terminated.
• Edit punches, maintains sick and vacation spreadsheets.

QUALIFICATIONS

• High School Diploma or GED equivalency.
• 2 Year Degree preferred; 4 years’ experience in lieu of degree can be considered.
• 3 years’ experience working in a fast-paced office environment.
• 2 Years or more of related experience preferably in a production-based environment.
• Knowledge of basic economic and bookkeeping principles and practices.
• Knowledge of basic principles and processes for providing customers and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Strong organizational, problem-solving skills with multi-tasking abilities.
• Strong verbal and written communications skills. Friendly and professional demeanor.
• Excellent organizational and administrative skills. High level support to leadership and decision-making skills.
• Ability to manage and execute numerous projects simultaneously and the ability to follow through independently on tasks and assignments. Ability to multi-task and establish priorities.
• Able to motivate, influence and interact with all professionals of Plant Management.
• Ability to communicate effectively in written format and oral presentations.
• Possess a thorough knowledge of office procedures. Ability to maintain organization in a changing environment.
• Exhibits initiative, responsibility, flexibility, and leadership.
• Proficient in the use of Windows based office software including but not limited to Microsoft Office, Word, Excel, PowerPoint, and Outlook.
• Able to work independently with minimal supervision.
• Able to maintain a level of professionalism and confidentiality while interacting with internal and external stakeholders while remaining adaptable, proactive, and efficient.
• Will be required to perform other duties as requested, directed, or assigned.

Job Type: Full-time

Pay: $18.40 - $22.16 per hour

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Commute:

• Pompano Beach, FL 33069 (Preferred)

Ability to Relocate:

• Pompano Beach, FL 33069: Relocate before starting work (Required)

Work Location: In person