Administrative Assistant – Alabama Service Center
Job Summary
The Administrative Assistant facilitates the efficient operation of the Alabama Service Center by performing a variety of clerical, administrative, accounts receivable, and purchasing functions. This position plays a key role in supporting daily business operations by ensuring accurate financial records, timely customer invoicing and collections, efficient purchasing processes, and exceptional internal and external customer service.
Duties/Responsibilities
- Answers and transfers phone calls, screening when necessary.
- Greets customers, vendors, and visitors in a professional and courteous manner.
- Maintains filing systems and records as assigned.
- Responds to and resolves administrative inquiries and questions.
- Maintains office supplies and coordinates maintenance of office equipment.
- Processes accounts receivable transactions.
- Monitors outstanding customer balances and assists with collections efforts.
- Communicates with customers regarding invoices, account status, and payment inquiries.
- Creates and tracks purchase orders for office, operational, and facility needs.
- Coordinates with vendors to obtain pricing, place orders, and ensure timely delivery of materials and supplies.
- Maintains purchasing records and assists in monitoring inventory levels.
- Assists with data entry, report preparation, and recordkeeping.
- Works closely with Accounting, Purchasing, Human Resources, and Operations to support service center objectives.
- Assists the Controller and other departments as assigned.
- Performs other related duties as assigned.
Required Skills/Abilities
- Excellent verbal and written communication skills.
- Excellent interpersonal and customer service skills.
- Strong organizational skills and attention to detail.
- Proficient in Microsoft Office Suite, especially Excel, Outlook, and Word.
- Basic understanding of accounts receivable processes and purchasing procedures.
- Ability to prioritize multiple tasks and meet deadlines.
- Ability to work independently and maintain confidentiality.
- Strong problem-solving and analytical skills.
- Knowledge of QuickBooks is a HUGE plus.
- Experience with invoicing, collections, purchasing, or inventory management is preferred.
Education and Experience
- High School Diploma or equivalent required.
- Associate degree in Business Administration, Accounting, or a related field preferred.
- Experience in an administrative, accounts receivable, purchasing, accounting, or office support role preferred.
- Equivalent work experience will be considered.
Physical Requirements
- Prolonged periods sitting at a desk and working on a computer.
- Frequent use of office equipment, including computers, telephones, printers, and copiers.
- Must be able to lift up to 15 pounds at times.
Key Success Factors
- Strong aptitude for organization and accuracy.
- Ability to build positive relationships with customers and vendors.
- High degree of professionalism and dependability.
- Commitment to supporting efficient service center operations and maintaining accurate financial and purchasing records.
Reports To: Alabama Service Center Manager
FLSA Status: Non-Exempt
