Administrative Assistant / Accounts Receivable

Job Description: Administrative Assistant

**Position:** Administrative Assistant

**Location:** Mount Vernon, NY

**Employment Type:** Full-time

We are a small construction company seeking a detail-oriented and organized Administrative Assistant to join our team. This position plays a crucial role in maintaining smooth operations and ensuring compliance with client requirements.

Key Responsibilities:

**Client Payment Processing**
- Prepare and process monthly payment packages for clients, ensuring accuracy and adherence to each client’s specific requirements.
- Compile all necessary documents, including bills, certified payrolls, sign-in sheets, affidavits, and other required forms.
- Ensure packages are complete, submitted on time, and compliant with client guidelines.

**Accounts Receivable (AR) Management**
- Monitor and track outstanding payments, maintaining accurate records.
- Contact clients to follow up on payment status, resolving issues in a professional manner.

**Extra Work Ticket Processing**
- Manage the processing of extra work tickets generated during projects.
- Accurately prepare and submit bills based on signed forms from field representatives.
- Ensure deadlines are met to comply with client time-frame clauses.

**Notary Services**
- Provide notary services for company documents or obtain notary certification if not already held.

**Field Report Coordination**
- Collect and organize daily reports from field representatives.
- Follow up with team members to ensure timely submission of reports.

**Administrative Support**
- Assist with general administrative tasks, including filing, data entry, and maintaining records.
- Provide support to the office team as needed to facilitate project completion and client satisfaction.

-Provide support during client negotiations with various documents and records.

Qualifications:

- Previous administrative experience, preferably in the construction industry or a similar field.
- Strong organizational skills with the ability to manage multiple tasks and deadlines.
- Excellent attention to detail and problem-solving abilities.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with accounting or project management software is a plus.
- Strong communication skills, both written and verbal.
- Ability to work independently and as part of a team.
- Notary certification or willingness to obtain it.