Administrative Assistance

Administrative Assistant
Position Title: Administrative Assistant
Department: Administration / Accounting
Reports To: Office Manager
Position Summary
We are seeking a detail-oriented and organized Administrative Assistant with experience in Answering phone calls, Invoicing, and Accounts Payable (AP). The ideal candidate will be managing customer invoices, processing vendor payments, maintaining accurate records, and ensuring efficient office operations. Strong communication, multitasking, and problem-solving skills are essential for success in this role.
Key Responsibilities
Accounts Receivable

• Generate and distribute customer invoices accurately and in a timely manner.
• Maintain accurate billing records and support documentation.
• Monitor customer accounts and track outstanding balances.
• Follow up on overdue accounts and collections while maintaining positive customer relationships.
• Apply customer payments and reconcile accounts receivable records.
• Investigate and resolve billing discrepancies and payment issues.
• Prepare aging reports and assist with credit management.

• Review, verify, and process vendor invoices for payment.
• Match purchase orders, receipts, and invoices to ensure accuracy.
• Schedule and process vendor payments by check, ACH, wire transfer, or credit card.
• Reconcile vendor statements and resolve discrepancies.
• Maintain organized accounts payable files and records.
• Respond to vendor inquiries regarding payments and account status.

• Answer and direct phone calls, emails, and customer inquiries professionally.
• Maintain electronic and paper filing systems.
• Assist with data entry and record maintenance.
• Support office operations and special projects as assigned.

• Minimum 1 year of experience in administrative support, accounts receivable, accounts payable
• Experience with Microsoft office
• Strong attention to detail and accuracy.
• Excellent organizational and time-management skills.
• Effective verbal and written communication skills.

• Competitive salary.
• Health, dental, and vision insurance avaiable
• Paid time off and holidays.
• Professional development opportunities.