Summary:

The Administrative Assistant is responsible for accounts receivable, billing, and collections for petroleum, car wash, and auto wash operations. This position reports to the Service Manager.

Responsibilities:

Billing / Accounts Receivable Duties

• Review all incoming service tickets and resolve errors.
• Monitor service ticket flow and interact with Service Department daily to ensure invoices are accurate and provided to customers timely.
• Generate and distribute customer invoices via print, email, and customer portal submission.
• Post customer payments by recording cash, checks, and credit card transactions.
• Post revenues by verifying and entering transactions from local deposits.
• Reconcile cash receipts and deposits.

• Organize and file deposit receipts as invoices are paid.
• Resolve valid or authorized billing deductions by entering adjusting entries.
• Review service tickets, perform research, and resolve general discrepancies.
• Prepare reports on delinquent accounts and customer payment profiles.

• Use accounting software to identify outstanding accounts and make collection calls regularly.
• Research customer disputes and verify validity of account discrepancies by obtaining and investigating information from sales and operations team members.
• Work with portal contacts and service department to resolve work order discrepancies.

Administrative Duties:

• Scan and upload documentation into software systems as needed.
• Prepare mail-stuffing envelopes and apply postage.

• Maintain organized and accessible paperwork files.
• Provide service to internal and external customers, including timely communication and ad hoc training.
• Participate in and assist with inventory cycle counts.

Other duties as assigned.

Qualifications:

• High school diploma, GED, or equivalent
• Bachelor or Associates degree in accounting, finance, or business preferred
• 3 years of related accounting experience required
• Experience with Acumatica preferred

Knowledge, Skills, and Abilities:

• Basic-level skills in Microsoft Teams, Microsoft Excel, Word, Outlook, Adobe.
• Excellent communication skills (verbal and written).
• Strong negotiation and problem-solving skills.
• Outstanding organizational skills and exceptional attention to detail.