Administrative Assistant - Accounts Receivable

Key Works•Seattle, WA

9d•$26 - $28•Onsite

About The Position

As a key member of the front office, the Administrative Assistant supports daily administrative operations, financial data entry and reporting, accounts receivable, transportation data entry, and occasional logistics coverage. The position helps ensure accurate financial records and timely customer payments, supports the monthly financial close of the recycling facility, and provides office coverage when needed. It also supports customer service, front-desk operations, and coordination of outbound shipments and deliveries.

Requirements

High school diploma or equivalent required.
At least one year of administrative experience in a business setting, or equivalent education and experience.
Background or experience in bookkeeping, accounts receivable, and other accounting work.
Customer-service skills, including professionally managing customer account inquiries and complaints.
Strong time-management skills, including the ability to prioritize tasks and meet deadlines.
Highly organized and detail-oriented, with the ability to solve problems with minimal direction.
Ability to handle confidential business matters with discretion and diplomacy.
Proficiency in Microsoft Office, including Excel, and ability to format and index large documents.
Effective oral and written communication skills, including accurate correspondence and reporting, teamwork, and a respectful, friendly demeanor.
Reliable attendance and willingness to take on new tasks or relieve other staff as needed.

Nice To Haves

Associate degree in business or accounting.

Responsibilities

Perform administrative and front-office functions in accordance with organizational policies and applicable laws.
Manage accounts receivable, including generating invoices, processing and applying payments, running and reconciling reports, and following up on delinquent accounts.
Maintain accurate accounts receivable transaction records and prepare daily, weekly, and monthly activity reports.
Collaborate with managers and accounting staff on accurate and timely financial reporting; compile financial data for analysis and reporting.
Assist managers with the recycling facility’s monthly financial close and provide office coverage during absences.
Prepare and send customer statements and past-due notices; monitor receivable balances and follow up on overdue invoices.
Resolve billing and payment discrepancies, including duplicate payments, account credits, and invoice adjustments; prepare credit memos.
Respond professionally to customer inquiries about billing, payments, and account reconciliations.
Assist with customer account setup and documentation, including collecting W-9 forms and other required tax forms.
Perform general administrative work, including document preparation, filing, data entry, and records management.
Support daily office operations and coordinate with internal departments to resolve account issues and improve workflow.
Protect the confidentiality and accuracy of financial and customer information.
Enter transportation data into databases, spreadsheets, and software systems; verify entries, correct discrepancies, and follow data-security protocols.
Record truck weights by weighing vehicles in and out on scales, document required information, and use the measurements to determine account charges or payments in compliance with applicable requirements and company policies.
Support the Administration Manager with customer service, complaint response, front-desk coverage, phone routing, and office-supply inventory.
Prepare correspondence, reports, and presentations.
Provide backup to the logistics coordinator when needed, including during sick or vacation coverage; this is not a daily responsibility and is not performed alone.
Coordinate and schedule outbound shipments and deliveries; communicate with brokers and warehouse personnel about shipment details and schedules.
Prepare and verify shipping documents, bills of lading, delivery tickets, and other required paperwork.
Resolve shipping discrepancies, missed pickups, delivery issues, and customer concerns.
Update internal systems with shipment, order-status, and delivery information.
Ensure outbound shipments comply with company procedures, customer requirements, and applicable transportation regulations.
Perform other duties as assigned.