Administrative Assistant - Accounts Receivable

Position Overview:

As a key member of the front office, you will be responsible for ensuring the smooth running of daily administrative tasks and assisting with Data entry and analysis, financial reporting, and the accounts receivable processes of the organization.

Primary Responsibilities:

Responsible for administrative functions and front office activities of the organization, including day-to-day responsibilities in accordance with the organization’s policies and applicable laws. Provides back up to logistics activities, supports movement of product to and from the facility and supports the financial work of the organization – this includes accounts receivable activities to ensure the organization receives payment for its services.

Financial

Data Entry and Accounts Receivable

• Accounts receivable process, including generating invoices, processing payments, running, and reconciling reports, and following up on delinquent accounts. Resolves payment discrepancies and answers customer inquiries related to billing and payments.
• This position will be maintaining accurate records of all accounts' receivable transactions, as well as preparing and submitting daily, weekly, and monthly reports on accounts' receivable activity.
• Collaborate with Managers and Accounting to ensure accurate and timely financial reporting. Will be compiling financial data for analysis and reporting purposes.
• Assist Managers with closing the monthly financials of recycling facility from start to finish and understand the process of being able to provide office coverage during absences.
• Prepare and send customer account statements and past-due payment notices.
• Monitor accounts for receivable balances and follow-up with customers regarding outstanding invoices and overdue payments.
• Process incoming payments, including checks, ACH, and credit card transactions, and accurately apply payments to customer accounts.
• Research and resolve billing discrepancies, duplicate payments, account credits, and invoice adjustments.
• Prepare credit memos and maintain accurate customer account records.
• Communicate professionally with customers regarding billing questions, payment status, and account reconciliations.
• Assist with account setup, customer documentation, and collection of required tax forms, including W-9s.
• Perform general administrative duties, including document preparation, filing, data entry, and maintaining organized records.
• Support daily office operations and collaborate with internal departments to resolve account issues and improve workflow.
• Maintain confidentiality and accuracy when managing financial and customer information.

Transportation Data Entry

• Accurately input transportation data into various databases, spreadsheets, and software systems. Must verify the accuracy of data before entry, identify and corrects any discrepancies. Ensures that data confidentiality and security protocols are followed.
• Recording and documenting accurate weight measurements and relevant data while ensuring compliance with regulatory requirements and company policies for weighing and recording. This includes weighing trucks in and out on the scales and based off this information will pay or charge the account accordingly.

Assist in the day-to-day administrative tasks of Seadrunar Recycling

• Provide support to the Administration Manager to include customer service and responding to any customer service complaints, managing the front desk as needed, answering and routing phone calls, and inventory of office supplies.
• Assists with the preparation of correspondence, reports, and presentations.
• Additionally provided back up to the logistics coordinator when needed-Not done daily would be when providing coverage for sick or vacation. Would not be alone in this…