Accounting Administrative Assistant

Position Summary

The Accounting Administrative Assistant provides comprehensive administrative and accounting support to the Accounts Receivable (AR) department. This position is responsible for ensuring the accuracy and timeliness of client billing activities, assisting with payment resolutions, maintaining organized records, and supporting the AR team with various operational tasks. The ideal candidate will be detail-oriented, organized, and possess strong communication and problem-solving skills.

Essential Duties and Responsibilities

• Conduct follow-ups on unsigned client contracts to ensure timely execution and proper documentation.
• Manage and track pre-pay client accounts, ensuring pre-payments are received prior to service delivery.
• Oversee return and declined payment resolutions (Day 1 and Day 2), maintaining clear and accurate documentation in the Return Payment Sheet.
• Monitor and apply late fees for clients on net terms in accordance with company policies and established payment schedules.
• Perform document filing and organization within SharePoint, ensuring all accounting and client records are properly maintained and easily accessible.
• Answer and route phone calls received through the AR line, providing professional and courteous customer support to internal and external stakeholders.
• Assist with requests and new company setup, ensuring accurate entry of client and company information in accounting systems.
• Serve as a general backup for Accounts Receivable functions and provide additional administrative support as needed.
• Participate in cross-training opportunities to enhance knowledge of accounting functions and ensure departmental coverage during absences or high-volume periods.

Qualifications

Education and Experience :

Knowledge, Skills, and Abilities :

Work Environment

This position operates in a professional office environment. The role routinely uses standard office equipment such as computers, phones, photocopiers, and filing systems.

Physical Requirements

While performing the duties of this position, the employee is regularly required to communicate effectively, sit or stand for extended periods, and occasionally lift office supplies up to 25 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.

Benefits