Accounts Receivable & Office Assistant

COMPANY OVERVIEW

PSTrax is one of the fastest growing software companies in the public service industry. We are a SaaS solution helping First Responders with their operations checks by offering safer and more efficient rig and inventory tracking. We help automate and streamline the operational aspects of our clients’ jobs – saving agencies, on average, 700% in time and cost savings in the first year alone.

The Accounts Receivable & Office Assistant supports the Finance team by assisting with customer invoicing, accounts receivable collections, payment processing, bank deposits, and related administrative activities. The role also serves as the primary on-site administrative resource for PSTrax, supporting office operations, employee onboarding, company events, travel, and other cross-functional needs. This is an in-office position.

• Maintain accurate records of collection activity and customer payment communications.
• Research payment discrepancies and elevate delinquent, disputed, or unusual accounts to the Director of Finance as appropriate.
• Complete daily bank deposits using a check reader and maintain organized records for seamless reconciliation when necessary.
• Assist with invoicing for new and renewal customers.
• Set up vendor portals as required, ensuring efficient communication and transactions with external partners.
• Request Certificates of Insurance (COIs) from insurance providers as needed to meet customer and contractual requirements.
• Proactively manage the company's accounts receivable by conducting weekly follow-up via email and phone on overdue invoices.
• Process credit card payments as necessary, ensuring timely and secure transaction processing.
• Provide administrative support to various departments within the company, including but not limited to scheduling meetings, managing calendars, and handling correspondence.
• Assist in planning and coordinating company events, such as team meetings, trainings, and social gatherings.
• Assist in making travel arrangements for employees, including booking flights, hotels, and transportation as needed.
• Assist in onboarding new employees and customers, including preparing welcome kits.
• Assist in maintaining office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies, and verifying receipt of supplies.
• Greet and assist visitors, answer and direct phone calls, and manage the company's main email account.
• Ensure the office area is tidy and presentable, with all necessary stationery and material (e.g., brochures, promotional material).
• Provide support to various departments on special projects as needed, such as research, data analysis, or presentation preparation.
• Support the Director of People and Culture with applicant resume review, interview scheduling, and new-hire onboarding coordination.
• Other duties and project work as assigned.

• High school diploma, GED, or equivalent professional experience required.
• Prior experience in accounts receivable, billing, bookkeeping, customer service or office administration preferred.
• Start-up and prior B2B SaaS industry experience a plus.
• Passion for working with customers including a drive to respond quickly to customer questions.
• Demonstrates sound judgment in prioritizing collection activities and escalating past-due accounts when appropriate.
• Organized self-starter who can work independently and as part of a team.
• Proven ability to take initiative, problem-solve, and adapt to change.
• Proficiency in the Microsoft Office Suite, Zoom and Google Suite.
• Experience with Quick Books and Hub Spot a plus.
• Ability to multitask and prioritize tasks…