Accounts Receivable Administrator

Enviro Science, Inc. 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:

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

* This position is classified as Exempt based on the job duties.

** The company reserves the right to make changes to the reporting structure for this position due to business needs.