Administrative Support Specialist - Accounts Receivables

Ecocert & NICS•Viroqua, WI

6d•Hybrid

About The Position

Ecocert USA/NICS, part of the Ecocert Group, a global leader in organic and sustainability certification, is seeking an Administrative Support Specialist - Accounts Receivable to join our USA Shared Services team. This role is ideal for someone who is organized, detail-oriented, service-minded, and comfortable supporting clients, coworkers, and recurring administrative workflows. The primary focus of this position will be supporting accounts receivable and Order-to-Cash activities, including client billing support, payment tracking, account updates, and follow-up on outstanding balances. While accounts receivable support is an important part of the role, this is not a traditional accounting position. The role is part of our Shared Services Department and may also support other administrative workflows such as phone coverage, shared inboxes, mail handling, scanning, filing, document routing, data entry, and backup support for other Shared Services activities. This role will be based in the Viroqua office, with the opportunity to work remotely at times.

Requirements

Prior experience in administrative support, customer service, billing support, accounts receivable, data entry, records management, or a related role preferred.
Strong attention to detail and commitment to accurate, complete, and timely work.
Strong written and verbal communication skills.
Comfortable communicating professionally with clients, coworkers, and internal teams.
Highly organized, with the ability to prioritize tasks, manage deadlines, and handle multiple recurring workflows.
Ability to work independently while also collaborating with coworkers across departments and locations.
Comfortable using Microsoft Office, email, shared drives, databases, and business systems.
Willingness to learn Ecocert/NICS processes, organic certification workflows, and applicable administrative requirements.
Ability to maintain confidentiality and handle sensitive client, employee, vendor, and business information appropriately.

Nice To Haves

Experience with accounting, billing, certification, CRM, ERP, or workflow systems is helpful but not required.

Responsibilities

Serve as a reliable point of contact for routine client questions related to invoices, certification fees, payment status, and account information.
Support client invoicing and billing-related activities in applicable business systems.
Review accounts receivable information and follow up with clients regarding outstanding balances, missing information, or payment arrangements.
Enter, track, and support documentation related to incoming payments, deposits, and account updates.
Maintain accurate client account information in accounting systems, certification databases, trackers, and other internal records.
Coordinate with certification, accounting, and administrative staff to resolve invoice questions, payment discrepancies, and missing information.
Support shared inboxes, phone coverage, mail handling, scanning, electronic filing, document routing, and general administrative follow-up.
Prepare, organize, review, distribute, and file documents, forms, reports, and other recurring deliverables.
Follow established procedures, checklists, and timelines to help ensure work is completed accurately and on time.
Provide backup support for other administrative workflows within Shared Services during PTO, sick days, busy periods, or staffing transitions.
Perform other duties as assigned to support the organization and maintain consistent administrative operations.