Administrative Assistant

Stratosphere Quality • Madison, AL

11d

About The Position

SUMMARY OF RESPONSIBILITIES
Assists and supports management with daily activities in the plant office. Essential Job Function ESSENTIAL JOB FUNCTIONS: Primary Responsibilities Proactively track and follow up on purchase orders from customers and suppliers to ensure accurate project documentation and timely billing Monitor and manage projects in reserve status, working to recover outstanding revenue through consistent customer and internal follow-up Maintain accurate, organized records of project statuses, outstanding items, and collection efforts Provide regular updates to leadership and territory teams to ensure visibility into project and collection progress Coordinate with sales, operations, and accounting teams to resolve documentation gaps and billing issues Support the invoicing and collections process to improve efficiency and reduce delays Communicate consistently with customers to ensure timely submission of required documentation and payments Key Requirements Strong organizational skills with the ability to manage multiple projects and follow-ups simultaneously Excellent communication skills for customer outreach and internal coordination Detail-oriented with a focus on accuracy in documentation and tracking Ability to work cross-functionally with sales, operations, and accounting teams Proactive, self-motivated approach to problem-solving and collections follow-up Experience with administrative support, billing, or collections processes preferred Impact of the Role Helps reduce the number of projects moving to reserve status Improves collection rates and supports territory financial performance Enhances operational efficiency through consistent follow-up and coordination Qualifications QUALIFICATIONS: 1-2 years of manufacturing, quality or administrative related experience Ability to maintain confidential information Excellent organizational skills and attention to detail Strong verbal and written communication skills Knowledge of Microsoft Office; proficiency in Excel Available to work assigned hours based on customer and business needs

Requirements

• Strong organizational skills with the ability to manage multiple projects and follow-ups simultaneously
• Excellent communication skills for customer outreach and internal coordination
• Detail-oriented with a focus on accuracy in documentation and tracking
• Ability to work cross-functionally with sales, operations, and accounting teams
• Proactive, self-motivated approach to problem-solving and collections follow-up
• 1-2 years of manufacturing, quality or administrative related experience
• Ability to maintain confidential information
• Excellent organizational skills and attention to detail
• Strong verbal and written communication skills
• Knowledge of Microsoft Office; proficiency in Excel
• Available to work assigned hours based on customer and business needs

Nice To Haves

• Experience with administrative support, billing, or collections processes preferred

Responsibilities

• Proactively track and follow up on purchase orders from customers and suppliers to ensure accurate project documentation and timely billing
• Monitor and manage projects in reserve status, working to recover outstanding revenue through consistent customer and internal follow-up
• Maintain accurate, organized records of project statuses, outstanding items, and collection efforts
• Provide regular updates to leadership and territory teams to ensure visibility into project and collection progress
• Coordinate with sales, operations, and accounting teams to resolve documentation gaps and billing issues
• Support the invoicing and collections process to improve efficiency and reduce delays
• Communicate consistently with customers to ensure timely submission of required documentation and payments

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 501-1,000 employees