Administrative Assistant / Billing / Accounts Payable

Overview
We are seeking a dynamic and highly organized Administrative Assistant with expertise in billing, accounts payable, and office management to join our team. This role is vital in ensuring smooth daily operations, accurate financial processing, and exceptional customer support. The ideal candidate will bring a proactive attitude, excellent communication skills, and a passion for maintaining efficient office workflows. If you thrive in a fast-paced environment and excel at multitasking, this opportunity is perfect for you!

Key Responsibilities:

Administrative & Office Support

• Assist the CEO and COO with a wide range of daily administrative tasks, serving as a primary support resource for both leadership roles.
• Handle general office management tasks such as appointment scheduling, data entry, online forms/applications, follow-up calls, and written correspondence.
• Answer billing-related phone calls, emails, and accounts-payable inquiries professionally and promptly.
• Provide additional clerical and administrative support to the rest of the team, as needed, including filing, scanning, organizing records, and assisting with day-to-day office workflow.
• Notarize documents (must be a notary or willing to obtain certification within 90 days of hire).

Billing, Payments & Collections

• Process payments collected by field workers and accurately apply them to invoices in Jobber.
• Maintain up-to-date customer payment records, including stored payment methods.
• Send invoices, respond to accounts-receivable questions, and adjust invoices for add-on or removed services at time of service.
• Conduct timely collections through text, email, and phone; ensure payments are received at the time of service or within 24 hours.
• Pull weekly aging reports and contact customers regarding outstanding balances.
• Tag overdue accounts to prevent additional service until balances are resolved, and send demand letters when necessary.
• Deposit checks, log expenses, and maintain detailed financial records.

Bookkeeping & System Coordination

• Map products and services between Jobber and QuickBooks Online as needed.
• Maintain accurate financial tracking across platforms to support reporting and accounting processes.

Qualifications

• 2–3 years of billing or bookkeeping experience.
• Proficiency in QuickBooks Online required.
• Experience as an administrative assistant or office support professional, ideally with financial responsibilities.
• Notary public, or willingness to obtain certification within 90 days of hire.
• Associate degree preferred.
• Strong organization, accuracy, and time-management skills.
• Excellent verbal and written communication abilities.
• Comfortable using computers, Slack, email, Google Workspace, Jobber experience is a plus.
• Reliable, self-driven, and able to multitask effectively in a fast-paced environment.
• Experience managing calendars, filing systems, and general office workflows is essential.

Position Details

• Onsite, full-time during the pool season (March–November).
• Saturdays (half day) required as needed, based on workflow.
• Eligible for rehire for the 2027 season, with potential for long-term advancement within the company.
• Job Type: Full-time, Seasonal.

Pay: $24.00 - $29.00 per hour

Application Question(s):

• Are you a notary or willing to obtain certification within 90 days of hire?

Experience:

• Quickbooks Online: 2 years (Required)
• Administrative: 1 year (Required)

License/Certification:

• Drivers License (Required)

Shift availability:

• Day Shift (Required)

Ability to Commute:

• Holbrook, NY 11741 (Required)

Work Location: In person

Salary : $24 - $29