Administrative Assistant - Accounts Receivable

Seadrunar•Seattle, WA

8d•Onsite

About The Position

The Administrative Assistant is a key member of the front office and supports daily administrative operations, data entry and analysis, financial reporting, and accounts receivable. The role handles accounts receivable activities such as invoicing, payment processing, account reconciliation, reporting, customer billing inquiries, and follow-up on overdue balances. It also supports monthly financial closing, maintains accurate and confidential customer and financial records, and assists with customer account setup and documentation. The position enters and verifies transportation data, records truck weights as vehicles enter and leave the facility, and applies the resulting information to customer charges or payments. It supports front desk and customer-service coverage, office administration, and, when needed, logistics coordination, including outbound shipment scheduling, shipping documentation, communication with brokers and warehouse personnel, and resolution of shipment issues. The role is based in an office environment and works Monday through Friday, 7:30 a.m. to 4:00 p.m.

Requirements

High school diploma or equivalent required.
At least one year of administrative experience in a business setting, or equivalent education and experience.
Experience or background in bookkeeping, accounts receivable, and other accounting work.
Customer-service skills, including handling account inquiries and complaints professionally.
Strong time-management skills and the ability to prioritize tasks and meet deadlines.
Highly organized, detail-oriented, and able to solve problems with minimal direction.
Ability to manage 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 teamwork and preparation of accurate correspondence and reports.
Reliable attendance and willingness to take on new tasks or provide coverage for other staff.
Ability to talk and listen frequently by telephone and in person, read and respond to hard-copy and electronic documents, and perform regular typing and repetitive motions.

Nice To Haves

Associate degree in business or accounting preferred.

Responsibilities

Perform administrative functions and front-office activities in accordance with organizational policies and applicable laws.
Generate invoices; process and apply payments; reconcile accounts and reports; follow up on delinquent accounts; and resolve payment discrepancies and billing inquiries.
Maintain accurate accounts receivable records and prepare daily, weekly, and monthly activity reports.
Collaborate with managers and accounting on accurate and timely financial reporting, compile financial data for analysis, and assist with monthly financial closing for the recycling facility.
Prepare customer account statements, past-due notices, credit memos, and invoice adjustments; monitor balances and follow up on outstanding invoices.
Assist with customer account setup, collect customer documentation and tax forms including W-9s, and maintain customer account records.
Perform general administrative work, including document preparation, filing, data entry, and record organization.
Enter and verify transportation data, identify and correct discrepancies, and follow data confidentiality and security protocols.
Record truck weights as trucks enter and leave on the scales and use the information to determine whether customer accounts are charged or paid.
Support daily facility administration and provide customer service, respond to complaints, manage the front desk as needed, answer and route calls, and inventory office supplies.
Prepare correspondence, reports, and presentations.
Provide backup to the logistics coordinator when needed, with support from others in the process.
Coordinate and schedule outbound shipments and deliveries; confirm shipment details and schedules with brokers and warehouse personnel.
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 and delivery details.
Ensure outbound shipments comply with company procedures, customer requirements, and applicable transportation regulations.
Maintain confidentiality and accuracy when handling financial and customer information.
Perform other duties as assigned.