Administrative Assistant

Aston Carter•Mcclellan, CA

3d•Onsite

About The Position

This Administrative Assistant role provides comprehensive administrative and accounts receivable support in a busy office environment. You will manage daily office operations, coordinate schedules and travel, support accounts receivable collections and payment processing, and maintain strong relationships with customers and internal teams. The position requires proficiency in both English and Spanish, strong customer service skills, and solid experience with accounts receivable processes and office software.

Requirements

Proficiency in both English and Spanish, with the ability to communicate clearly in both languages.
Demonstrated experience with accounts receivable processes.
Experience handling check deposits accurately and securely.
Experience working with aging reports and following up on outstanding balances.
Strong customer service skills, including handling inbound and outbound calls and in-person interactions.
Proficiency with Microsoft Office applications, including Word, Outlook, and Excel.
Ability to perform accurate and efficient data entry.
Strong administrative and clerical skills, including scheduling, filing, and document management.
Ability to manage multiple tasks, prioritize work, and meet deadlines.
Strong attention to detail and accuracy in handling financial and administrative information.

Nice To Haves

Experience using Sage for accounting or data entry tasks.
Experience using Salesforce or similar customer relationship management (CRM) systems.
collections or accounts receivable collections.
Experience with inventory control and product replenishment ordering.
Experience supporting operations or internal support teams in an office setting.
Strong interpersonal skills and the ability to build and maintain positive internal and external relationships.
Ability to work independently while also collaborating effectively with colleagues.
Organizational skills and the ability to maintain structured records and documentation.

Responsibilities

Provide direct administrative support, including scheduling appointments, meetings, and events.
Coordinate travel arrangements and manage related logistics.
Maintain organized file systems and update contacts, databases, and employee lists.
Handle mailing and shipping of packages in a timely and accurate manner.
Oversee and maintain office equipment to ensure uninterrupted function, including identifying needs and arranging repairs or replacements.
Monitor office supply levels, acquire necessary supplies, and manage vendor relationships.
Coordinate food deliveries for meetings and events when requested.
Facilitate accounts receivable collections, including making direct customer contact to obtain payment details and resolve issues.
Maintain and monitor customer relationships through inbound and outbound calls and face-to-face interactions.
Process and collect cash, credit, and check payments, ensuring accuracy and proper documentation.
Scan and post all payment types into the appropriate systems.
Provide accurate payment remittance details to the finance team in a timely manner.
Support inventory control activities, including internal and external product replenishment ordering, as needed.
Assist with production entries and related administrative documentation.
Perform data entry tasks accurately and efficiently, including work in systems such as Sage and Salesforce.
Deliver responsive and professional customer service to internal and external stakeholders.
Support operations and other internal teams by fostering and maintaining positive working relationships.
Perform general clerical and administrative assistance duties as assigned, including use of Microsoft Office and Microsoft Excel.