Sales & Accounting Administrative Assistant
About The Position
The Urban Foresters, LLC is seeking a highly organized, detail-oriented, and dependable Sales & Accounting Administrative Assistant to support its tree care and arboriculture company. The role works closely with the Sales and Accounting teams to maintain accurate customer information, support proper billing procedures, coordinate timely invoicing, and follow up on accounts receivable. The assistant supports sales representatives with customer and billing documentation, contracts, purchase orders, and lien waivers. The role also prepares and verifies customer invoices, confirms submission requirements and supporting documents, maintains customer contact information, and helps resolve missing billing details. In coordination with Accounting, the assistant monitors outstanding and past-due invoices, contacts customers about payment status, and documents communications and collection updates. The ideal candidate takes initiative, follows through, communicates professionally, pays close attention to detail, and can manage multiple tasks while working independently and supporting multiple departments. The position contributes to efficient Sales and Accounting operations, reduced payment delays, positive customer relationships, and the company’s financial operations.
Requirements
- Strong organizational skills and attention to detail.
- Ability to solve problems independently.
- Excellent written and verbal communication skills.
- Comfort making outbound calls and following up with customers regarding payments.
- Ability to manage multiple tasks and meet deadlines.
- Proficiency in Microsoft Excel, Outlook, and other office software.
- Ability to work independently while supporting multiple departments.
- Initiative, follow-through, accountability, and meticulous attention to detail.
Nice To Haves
- Previous experience in an administrative, accounting support, billing, or accounts receivable role.
- Experience with invoicing systems, accounting software, or customer management systems.
Responsibilities
- Work with sales representatives to collect necessary customer information and billing requirements before invoicing.
- Review and update customer billing instructions, including invoice submission requirements, billing portals, and payment terms.
- Assist sales representatives with completing and executing contracts, purchase orders, and other required documentation.
- Prepare and coordinate lien waivers, particularly for final payments, as requested.
- Follow up with sales representatives about missing or incomplete customer documentation.
- Maintain an accurate and organized customer database.
- Ensure customer invoices are prepared and sent accurately and on time.
- Verify that invoices are submitted to the correct billing contact, department, or customer portal.
- Confirm that invoices include all required supporting documents.
- Maintain updated customer contact information, including accounts payable contacts, phone numbers, and email addresses.
- Identify and resolve missing billing information to help prevent payment delays.
- Assist the Accounting team with monitoring outstanding invoices and past-due accounts.
- Make outbound calls and send follow-up emails to customers regarding outstanding balances.
- Contact customers to confirm invoice receipt, payment status, and anticipated payment dates.
- Identify the appropriate accounts payable contact for payment-related questions.
- Document customer communications, payment commitments, and collection updates.
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What This Job Offers
Job Type
Full-time
Education Level
No Education Listed
