What are the responsibilities and job description for the Administrative Assistant-Accounts Receivable position at Hastings Fiber Glass Products Inc?
SUMMARY
As part of a team of administrative professionals, perform administrative functions such as preparing and sending invoices, assisting with life cycle of orders from entry to shipping, organizing and maintaining paper and electronic files, and providing information to customers by phone and email correspondence. The focus on this position is primarily on accounts receivable, with cross-training for other duties as assigned.
ESSENTIAL FUNCTIONS
1. Perform all tasks with strong focus and priority on excellent customer service.
2. Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
3. Using company systems, prepare and send invoices to customers on a daily basis or more frequently as needed.
4. Investigate and resolve deductions taken on invoices; prepare credit memos as required.
5. Assist with reconciliation of customer accounts and proper application of payments on accounts.
6. Process credit cards for appropriate orders.
7. Assist customers with invoice and payment inquiries, escalating questions when necessary.
8. Review customer purchase orders for completeness according to reporting procedures and forward incomplete orders for further processing.
9. Inform customers (by mail, telephone, email) of order information, such as unit prices, shipping dates, and any anticipated delays.
10. Input corrections to shipped orders and tracking numbers for shipped orders.
11. Prepare shipping paperwork, such as bills of lading, and assist with administrative tasks associated with shipping on an as-needed basis.
12. Obtain customers' names, addresses, and billing information, product numbers, and specifications of items to be purchased, and enter this information in computer system.
13. Protect non-public and confidential information from disclosure.
14. Work as a team with co-workers to be flexible in covering all administrative duties.
15. Complies with and adheres to applicable ISO standards, safety, and work rules and requirements.
16. Performs other duties as assigned.
17. Work on-site at facility in Hastings, MI (not a remote position).
PHYSICAL REQUIREMENTS
- Work primarily in office setting, must be able to sit for long periods throughout the day
- Demonstrates proficiency in verbal and written comprehension and expression
- Able to see at close range and work at a computer for the majority of the work day
- Operate office equipment, such as fax machines, copiers, and phone systems
REQUIRED EDUCATION, EXPERIENCE and QUALIFICATIONS
- High school diploma or equivalent required
- Some administrative experience preferred, particularly with basic understanding of accounting principles within accounts receivable or accounts payable
- Work with high degree of accuracy and great attention to detail
- Ability to calculate and manage accounting figures
- Excellent interpersonal skills and proven ability to work well with all levels of management and staff
- Proficient with Microsoft Office suite
OTHER DUTIES
This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.