Accounts Receivable/Administrative Assistant

Job Overview:

The Accounts Receivable / Administrative Assistant is responsible for overseeing accounts

receivable functions while providing administrative support to ensure smooth office operations.

This includes processing invoices, tracking payments, assisting with collections, and

maintaining organized records. This role plays a key part in supporting cash flow, maintaining

accurate financial data, and contributing to overall office efficiency.

Key Responsibilities:

1. Accounts Receivable Management:

● Prepare and send invoices to customers in a timely and accurate manner.

● Monitor accounts to ensure payments are received and applied correctly

● Follow up on outstanding balances and assist with collections efforts.

● Reconcile customer accounts and resolve billing discrepancies.

2. Administrative Support:

● Provide general administrative support including filing, data entry, and document

management.

● Answer phones, respond to emails, and assist with customer and vendor inquiries.

● Maintain organized records of financial and administrative documents.

● Assist with scheduling, correspondence, and office coordination tasks.

3. Customer Service:

● Communicate with customers regarding invoices, payments, and account status.

● Address billing questions and resolve issues in a professional and timely manner.

● Build and maintain positive relationships with customers.

4. Reporting and Documentation:

● Maintain accurate records of transactions, invoices, and payments.

● Assist in preparing reports on accounts receivable status, aging reports, and cash flow.

● Support month-end and year-end closing processes as needed.

5. Financial Accuracy and Compliance:

● Ensure all financial transactions are recorded in accordance with company policies.

● Assist in maintaining compliance with accounting standards and internal procedures.

● Support audits by providing necessary documentation and records.

6. Office Coordination:

● Assist with maintaining office supplies and coordinating with vendors.

● Support other departments with administrative needs as required.

● Help improve office processes to increase efficiency and organization.

Qualifications:

● Proven experience in accounts receivable, administrative support, or a similar role.

● Strong attention to detail and accuracy in data entry and financial records.

● Excellent organizational and time management skills.

● Strong communication and customer service abilities.

● Proficiency in Microsoft Office (especially Excel) and accounting software.

● Ability to handle multiple tasks and meet deadlines.

● High school diploma or equivalent required; associate degree in accounting or business

preferred.

Physical Requirements:

● Ability to sit for extended periods and work on a computer.

● Occasional lifting of office supplies and files.

• Salary range will vary depending on experience level