Office Administrative Assistant
About The Position
Our retail client in Buffalo, NY, is seeking an Office Administrative Assistant to join their team! This is an on-site/full-time/direct-hire position. As an Office Administrative Coordinator, you will be a vital part of our operations team, handling a mix of bookkeeping, administrative, credit/collections, and customer support responsibilities. Your tasks will include: Bookkeeping & Accounting: Process accounts payable and receivable (AP/AR), posting to the appropriate general ledger (GL) accounts. Apply customer payments based on submitted remittances. Prepare monthly customer invoices and statements. Process checks received, prepare bank deposits, and confirm receipt of funds. Handle NSF (non-sufficient funds) checks and apply related fees. Customer & Account Management: Update and maintain accurate customer information in our system. Work with management to review and approve new customer applications. Answer and service inbound calls and emails from existing and prospective customers. Provide credit references for authorized vendor inquiries. Credit Management: Monitor accounts, ensuring timely payments and contacting customers to establish payment plans when needed. Initiate calls to customers with overdue balances to resolve outstanding payments. Approve orders in Credit Queue, flagging those with past-due balances for further action. Work with management to approve or deny new customer applications. Administrative Support: Assist with tasks across multiple areas of the organization as needed. Collaborate with management on special projects and initiatives.
Requirements
- Applicants must be authorized to work in the U.S.
- Strong attention to detail and organizational skills.
- Excellent time management and multitasking abilities.
- Proficiency in Microsoft Word, Excel, and Outlook.
- Strong communication and interpersonal skills.
- Ability to work collaboratively in a team environment.
Nice To Haves
- Bookkeeping experience, including AP/AR processing and GL posting, is preferred.
- Prior administrative or management experience is preferred.
- Customer service experience is an asset.
Responsibilities
- Process accounts payable and receivable (AP/AR), posting to the appropriate general ledger (GL) accounts.
- Apply customer payments based on submitted remittances.
- Prepare monthly customer invoices and statements.
- Process checks received, prepare bank deposits, and confirm receipt of funds.
- Handle NSF (non-sufficient funds) checks and apply related fees.
- Update and maintain accurate customer information in our system.
- Work with management to review and approve new customer applications.
- Answer and service inbound calls and emails from existing and prospective customers.
- Provide credit references for authorized vendor inquiries.
- Monitor accounts, ensuring timely payments and contacting customers to establish payment plans when needed.
- Initiate calls to customers with overdue balances to resolve outstanding payments.
- Approve orders in Credit Queue, flagging those with past-due balances for further action.
- Work with management to approve or deny new customer applications.
- Assist with tasks across multiple areas of the organization as needed.
- Collaborate with management on special projects and initiatives.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
