Administrative Assistant

Job Overview

We are seeking a detail-oriented and reliable Administrative Assistant to primarily manage invoicing and accounts receivable at our Melbourne shop. This role will ensure accurate billing, timely payment collection, and proper financial record-keeping. While customer relations and scheduling are handled by other team members, the ideal candidate will have a working understanding of these areas to provide occasional support when needed.

This position is well-suited for an individual with experience in QuickBooks, financial administration, and office management who thrives in a structured, process-driven environment.

Key ResponsibilitiesPrimary Responsibilities (Invoicing & Accounts Receivable):

• Generate and send invoices to customers in a timely manner.
• Monitor accounts receivable, track outstanding balances, and follow up on overdue payments.
• Reconcile customer accounts and ensure proper application of payments.
• Maintain accurate financial records and assist in reporting as needed.
• Utilize QuickBooks for invoicing, payment processing, and financial tracking.
• Work closely with the finance team to streamline billing processes and resolve discrepancies.

Secondary Responsibilities (Support Functions):

• Assist with logistics and scheduling coordination when needed (understanding work order flow).
• Provide basic administrative support to customer service and scheduling teams, ensuring seamless communication.
• Maintain organized digital and physical financial records, ensuring compliance with company policies.
• Assist with light office management tasks, such as document filing and report generation.

Required QualificationsEducation & Experience:

• High school diploma or equivalent; Associate’s degree in business, finance, or related field preferred.
• 2 years of experience in invoicing, accounts receivable, or bookkeeping roles is preferred but not mandatory.
• Proficiency in QuickBooks (or similar accounting software) is required.
• Experience in financial record-keeping, reconciliations, and reporting.

Skills & Competencies:

• Strong attention to detail and accuracy in financial transactions.
• Organized and process-driven with the ability to manage multiple tasks effectively.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook).
• Ability to communicate effectively with internal teams to ensure smooth financial operations.
• Problem-solving skills for resolving discrepancies in invoices and payments.

Personal Attributes:

• Reliable and professional, with a strong work ethic.
• Self-motivated, able to work independently with minimal supervision.
• Ability to work in a team environment, supporting related roles as needed.

Working Conditions

• Location: Based at our Melbourne shop – 2624 Aurora Rd, Melbourne, FL.
• Hours: Full-time position, Monday-Friday; occasional overtime may be required.
• Work Environment: Office setting with regular collaboration with finance and operations teams.

Job Types: Full-time, Part-time

Pay: $35,000.00 - $40,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Work Location: In person

Salary : $35,000 - $40,000