Accounts Receivable Administrator

Marine Services Administrator

Company:
Enviro Science

Full time Regular

The Marine Services Administrator plays a crucial role in supporting the Marine Services operations team by managing administrative tasks, financial processes, and logistical coordination. This role ensures that all Marine Services run efficiently, with a strong focus on accurate financial management, resource allocation, and regulatory compliance.

• Accurately record time and expenses for on-call divers to ensure timely and precise compensation.
• Maintain detailed logs and reports for review and audit purposes.

• Manage the billing process for Marine Services, ensuring invoices are issued promptly.
• Prepare billing/invoices and project administration.
• Monitor accounts receivable and follow up on aging invoices to ensure timely payment.

• Implement and oversee cost-plus billing procedures, ensuring that all costs are accurately captured and invoiced.

• Coordinate travel arrangements for Marine Services personnel, including booking transportation, accommodations, and related logistics.
• Ensure that all travel complies with company policies and budget constraints.

• Provide detailed cost reports to management for project evaluation.

• Prepare and maintain a weekly project quote list, ensuring all quotes are updated and distributed to relevant stakeholders.
• Track project progress and update the project list regularly.
• Report billable hours for the group on a weekly basis.

• Manage and record expenses for Marine Services personnel, ensuring compliance with company policies.
• Prepare expense reports for review and approval.

• Manage Paycom entries and approve overtime for Marine Services personnel, ensuring accuracy and compliance with labor laws.
• Collaborate with HR and payroll to resolve any discrepancies.

• Prepare and submit Marine Services insurance payroll fund reports, ensuring accuracy and compliance with regulatory requirements.

• Education:
  
  High School Diploma.
• Experience:
  
  Minimum of 3-5 years of experience in a similar administrative role, preferably within the consulting or environmental services industry.

• Over 5 years of experience in administration or a related field.
• Experience with Paycom or similar HR management systems. Proficiency in MS Office Suite, especially Excel.
• Experience with financial management software and accounting systems.
• Strong analytical skills with a focus on financial data.

• High level of accuracy in managing financial records and documentation.
• Ability to identify and resolve issues related to billing, logistics, and project management.
• Excellent verbal and written communication skills, with the ability to interact effectively with clients and team members.
• Ability to manage multiple tasks and adapt to changing priorities in a fast-paced environment.
• Strong focus on client satisfaction and relationship management.
• Strong organizational and time management skills.

Department & Division:
Marine Services

Exempt Status:
Non-exempt

Reports to:

Marine Services Director

Works with Inside Company:
Marine Services Staff, other Admins

Works with Outside Company:
Marine Services and Cost-Plus clients for billing

Working Conditions:

Primarily an office setting

Supervisor Responsibilities: none

Physical Requirements:

Ability to sit for extended periods.

Travel Requirements:
Minimal travel

We are an Equal Employment/Affirmative Action employer. We do not discriminate in hiring on the basis of sex, gender identity, sexual orientation, race, color, religious creed, national origin, physical or mental disability, protected Veteran status, or any other characteristic protected by federal, state, or local law. If you need a reasonable accommodation for any part of the employment process, please contact us by email at  and let us know the nature of your request and your contact information.

Requests for accommodation will be considered on a case-by-case basis. Please note that only inquiries concerning a request for reasonable accommodation will be responded to from this e-mail address.