Administrative and Accounts Receivable Coordinator

Job Title: Administrative & Accounts Receivable CoordinatorDepartment: Administration / Finance SupportReports To: Business Manager / PresidentEmployment Type: Full-TimeOffice Machines Company, Inc. is a fourth generation family owned business! Specializing in both the sale and service of commercial copiers, and providing managed I.T. Services. We are a dynamic and growing company seeking a high performing individual to join our admin team located at our Muskegon headquarters!Position SummaryThe Administrative & Accounts Receivable Coordinator is responsible for supporting day-to-day office operations while performing select accounts receivable and billing-related duties. This role plays a key part in maintaining accurate cash flow through timely deposit handling and light collection follow-up, while also serving as a central administrative support function for the organization. This position does not include financial reconciliation, general ledger work, or financial reporting responsibilities.Key ResponsibilitiesAdministrative & Office Support· Answer and route incoming phone calls in a professional manner· Greet visitors and assist customers as needed· Perform general office duties including filing, scanning, document organization, and correspondence· Support coordination between service, sales, and management teams· Maintain organized digital and physical recordsBilling & Accounts Receivable Support· Prepare and process daily customer payments and deposits accurately and timely· Apply customer payments within the company’s accounting or ERP system· Monitor accounts receivable aging reports for awareness and follow-up purposes· Perform light collection activities, including friendly reminder calls or emails on past-due accounts following company policy· Communicate with customers regarding invoices, payment status, and basic billing questions· Assist with placing or releasing account holds as directed by managementCompliance & Accuracy· Ensure all deposits and payment records are handled securely and accurately· Follow established company credit, billing, and collections policies· Escalate disputed, complex, or delinquent accounts to managementResponsibilities Excluded from This Role· No bank, ledger, or account reconciliations· No month-end, quarter-end, or financial reporting· No responsibility for financial statements or accounting analysisQualifications & Skills· A pleasant and optimistic personality, with a positive and professional demeanor toward customers, coworkers, and management· A can-do attitude and a growth mindset, with a desire to help grow the business through high performance and ongoing personal and professional development· High school diploma or equivalent required; additional coursework in business or accounting a plus· 2 years of administrative or office support experience preferred· Prior exposure to billing, accounts receivable, or payment processing strongly preferred· Strong attention to detail and accuracy· Professional phone etiquette and customer communication skills· Ability to handle confidential information responsibly· Comfortable using office software, accounting or ERP systems, and basic spreadsheets· Strong Computer and technology skills· Problem solving ability, able to research, learn, and self solve problemsWork Environment & Expectations· Office-based position with frequent interaction across departments· Requires organization, reliability, and consistency· Role is critical to cash flow accuracy and customer experience· Role involves long periods of computer/technology screen time.· Typical Work Hours would be M-F 8AM - 5PM 1 hour Lunch (40 Hours)Compensation & Benefits· Estimated compensation range: $21–$25 per hour, depending on experience and qualifications· Paid Holidays· Bonus Opportunities· The Company offers an Excellent Health Insurance Plan· Life Insurance· Accidental Death & Dismemberment (AD&D) Insurance· Short-Term Disability Insurance· Long-Term Disability Insurance· Dental Insurance· Generous, tiered paid vacation based on years of service· Paid sick leaveThis job description is intended to describe the general nature and level of work performed. It is not an exhaustive list of all duties, responsibilities, or qualifications. Duties may evolve as business needs change. Office Machines Company, Inc is an equal opportunity employer and complies with all federal and state employment laws.Company DescriptionOffice Machines Company, Inc. is a fourth generation family owned business serving clients in west michigan with truly extraordinary service.Specializing in sales and service of commercial office equipment, as well as providing white glove I.T. services to small business, OMC is known for its friendly people and for going above and beyond.

Salary : $21 - $25