Administrative Assistant

Emerald Transformer•Phoenix, AZ

15h•Onsite

About The Position

The Administrative Assistant provides comprehensive administrative, clerical, and accounting support to the office and General Manager to ensure efficient daily operations. This role is responsible for coordinating communications, preparing reports and correspondence, supporting customer order processing, and assisting with accounts receivable and collection activities. The position requires strong organizational skills, professionalism in customer and vendor interactions, and the ability to manage multiple priorities in a fast‑paced office environment.

Requirements

Honest, trustworthy, reliable, and hardworking.
High School Diploma required
Proficiency in Microsoft Office Suite, including Outlook, Word, and Excel.
Ability to accurately prepare and analyze basic reports and data.
Demonstrated ability to manage multiple tasks, priorities, and details simultaneously.
Strong organizational, time‑management, and problem‑solving skills.
Excellent verbal and written communication skills.
Professional demeanor with tact, diplomacy, and courtesy when interacting with customers, vendors, and internal associates.
Ability to work independently and collaboratively in a team‑oriented office environment.

Nice To Haves

Associate’s Degree preferred.
Previous administrative or office support experience preferred.
Experience supporting accounting, accounts receivable, or collections activities preferred.
Working knowledge of accounts receivable processes, customer invoicing, and collection support.

Responsibilities

Provide general administrative and clerical support to the office and General Manager, including document preparation, correspondence, and record maintenance.
Prepare reports, memoranda, transcriptions, letters, and routine correspondence, including research and compilation of requested information.
Support customer reporting and order processing activities, ensuring accuracy and timely completion.
Prepare, review, and distribute internal communications such as reports, order status updates, and information requests upon approval.
Answer and route incoming telephone calls, take accurate messages, and ensure professional, courteous interactions with customers, vendors, and internal associates.
Perform accounts receivable support functions, including invoicing assistance, customer account follow‑up, and collection calls as assigned.
Assist with basic accounting and financial administrative tasks, including tracking payments, reconciling records, and supporting financial reporting needs.
Sort, distribute, and manage incoming and outgoing mail, including departmental mail distribution and pickup.
Operate office equipment such as copiers, fax machines, phones, and computer systems to support daily office needs.
Provide general administrative support to departments as needed and perform other job‑related duties as assigned.