Billing Administrative Assistant

Job DescriptionJob Description

Billing Administrative Assistant Job Description

Purpose:

Provide high-level administrative support by conducting research, preparing all kind of reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. 

Education:

Associate’ Degree (required)

Bachelor’s Degree (optional)

Master’s Degree (optional)

Doctorate Degree (optional)

 

NON-EXEMPT STATUS

This is a non-exempt position under the Fair Labor Standards Act.

 

Knowledge:

Billing – Managing the status of accounts and balances and identifying inconsistencies with warehouse personnel and sales representatives.  Issuing daily invoices and receipts. 

Clerical - Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography, and transcription, designing forms, and other office procedures and terminology.

Language - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

Computers and Electronics - Knowledge of electronic equipment, and computer hardware and software, including applications and some programming.

 

Skills:

●        Active Learning & Listening - Understanding the implications of new information for both current and future problem-solving and decision-making.  Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

●        Critical Thinking- Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

●        Verbal & Written Communication - One of the most important administrative skills you can exhibit as an administrative assistant are your communication abilities.  The company needs to know they can trust you to be the face and voice of other employees and even the company. This includes handling incoming correspondence from employees, customers, or suppliers in a timely and professional manner. In addition, it is important to have a friendly and positive attitude while interacting with customers, guests, and other employees.

●        Resourcefulness - If you already have experience working as an administrative professional, you already know that you need to be able to adapt.  In business, things can change at a rapid pace and you need to be able to adapt quickly to get the job done and assist your teammates. To do this, administrative assistants need to be resourceful in getting their tasks done through multi-tasking and creative thinking skills. This is especially important when your boss is unavailable during a crisis—as an assistant you need to be resourceful in exploring other avenues to reach a solution.

●        Anticipate Needs - The difference between a good administrative assistant and a great administrative assistant is their ability to anticipate needs and complete important tasks without needing to be asked.  An amazing assistant will take initiative to support the business instead of waiting around for approval or direction.

●        Judgment and Decision Making - Ability to determine appropriate course of action in more complex situations.

●        Organization - Not only are strong organizational skills needed to keep yourself organized as an administrative assistant; they are also needed so you can keep the whole office organized as well.  This includes organizing team schedules, events, and files with a system that makes sense for everyone.  This ensures that your fellow team members in the company can easily follow your filing systems without misplacing items.

●        Detail oriented - In handling sensitive client or partner communications, administrative assistants need to be detail-oriented to catch potential typos and grammatical errors. Furthermore, having an eye for detail helps with data entry tasks and reporting to ensure that your work is accurate and trustworthy.  Missing small details in a report, memo, letters, or email communication leaves a less than stellar impression on the recipient and leaves room for further mistakes.

●        Management of Material Resources - Obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work.

●        Time Management- Because administrative assistants are a resource for the whole company, it can feel like your time is stretched across several departments. To make sure your time is properly allocated and planned, it is crucial that you have good time management. Otherwise, you will potentially stretch yourself too thin. To be the best resource for your team, you need to accurately plan and prioritize your tasks and the time they will take to meet deadlines.

●        Strategic Planning - Similar to time management, administrative assistants need the skill of being able to plan strategically. This means prioritizing your tasks in order of importance or planning out processes for the entire office to follow. Planning skills also come into play when arranging employee and executive calendars when unexpected cancellations or changes arise.

●        Adept in Technology - Having the technological skills necessary to perform data entry, manage team calendars, create company reports among others, are highly sought-after administrative skills in assistants. It is important to be familiar with Microsoft Office software like Excel, Word, PowerPoint, Outlook, and more. Employee needs to have a thorough understanding of computer software, browsers, and operating systems to perform the job.

●        Equipment Selection, Installation & Maintenance - Determining the kind of tools and equipment needed to do a job.  Installing equipment, machines, wiring, or programs to meet specifications.  Performing routine maintenance on equipment and determining when and what kind of maintenance is needed.

●        Service Orientation- Actively looking for ways to help people.

●        Social Perceptiveness- Being aware of others' reactions and understanding why they react as they do.

●        Troubleshooting - Determining causes of operating errors and deciding what to do about it.

 

Tasks

●        Billing assistant must generate, prepare, print and send bills to the customers and sales representatives.

●        Coordinate with the warehouse personnel about inventory amounts and discrepancies to make sure to bill correct products and amounts.  Send daily inventory report to all personnel.

●        While processing orders, billing assistant must verify and confirm pricing of products with price lists applicable.  If pricing is approved by any manager, billing assistant must confirm with sales managers and/or owner.

●        Be in constant communication with the Account Receivables person in charge regarding open balances from customers.

●        Be in constant communication with the sales representatives regarding their orders to notify any discrepancies on pricing or amounts.

●        Review customer’s beverage license before billing any order to confirm their license status with the State.

●        Review and fix any returns/refusals of products received daily. 

●        Create credit memos for any returned/refused product and send to sales representatives for them to inform their customers.

●        File and retrieve company documents, records, and reports, while maintaining confidentiality at all times.

●        Create and send reports of inventory reduction products when applicable, as directed by Owner.

●        Exercise high degree of confidentiality in all aspects of day-to-day work.

●        Greet visitors and determine whether they should be given access to specific individuals or areas.

●        Prepare responses to correspondence containing routine inquiries.

●        Make travel arrangements for executives, sales representatives or drivers when needed.

●        Conduct research, compile data, and prepare reports for consideration and presentation to Management.

●        Answer phone calls and direct calls to appropriate parties or take complete messages.

●        Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.

●        Prepare agendas and make needed arrangements, such as coordinating food for meetings and hotels when overnighting,

●        File or retrieve paper documents and related materials.  Maintain records, reports, or files

●        Prepare reports for management when needed.

●        Provide general administrative support to Management, co-workers, customers, and suppliers.

●        Adhere to dress code, appearance is neat and clean.

●        Report to work on time and as scheduled.

●        Represent the company in a positive and professional manner at all times.

●        Embrace, support and promote the company’s core values, beliefs and culture.

●        Comply with all company policies and requirements, especially ethical business practices.

●        Being careful with all company property, including but not limited to equipment, paperwork, products, keys, among others.  In regard to the company products/merchandise, please be very careful while handling it to avoid any breakages.  Any breakages that happened while handling will be responsibility of the employee to cover and pay back to the Company.

 

Tools and Technology

●        Calculators

●        Desktop computers

●        Scanners

●        Intuit QuickBooks software

●        SevenFifty application

●        Microsoft Office including Microsoft Word, Excel, and PowerPoint

●        Internet browser software

●        Outlook

 

Physical Demands & Weight Requirement

●        Regularly spend long hours sitting and using office equipment and computers.

●        Regularly work on repetitive tasks.

●        Regularly hold the arm and hand in one position or hold the hand steady while moving the arm.

●        Regularly use headphones or earpiece.

●        Position requires light to moderate work with 50 pounds maximum weight to lift and carry.

●        Position requires continual mental concentration and specific attention to detail.

 

 

Company DescriptionTerroir Selections is a boutique-focused, statewide family owned Florida distributor. Our philosophy is based on working with Responsible Farmers(Biodynamic, Organic, and Sustainable) as well as family owned estates. We ship everything in temperature controlled, and refrigerated logistics from the winery to your door. Our warehouse is kept very cool at 64-68 degrees as our belief is to keep the wines as close as possible to their natural state in the cellar. All of our trucks are refrigerated. We currently represent estates from 17 countries including US, Chile, Argentina, France, Spain, Italy, Germany, Austria, Lebanon, Portugal, Japan, Australia, New Zealand, South Africa, Switzerland, Hungary & Greece. We direct import over 100 producers from all over the world and by cutting out the middleman pricing we can save our customers nearly 25% on many of our fine wines from areas such as France, Germany, Spain, China, and Italy. Terroir Selections is our Direct Import Company which we are consistently developing to bring in Fine Wine Estates from around the world and also sell to other states in the US. Our story began in September 2012 after working for nearly 20 years helping to build fine wine companies in Florida, Kyle Greene decided to begin a new venture with his wife Liliana searching out for small family owned estates of the highest possible quality in which their focus was on responsible farming to build the top mid-sized family owned fine wine distributor in Florida With our growth we are consistently striving to provide the best possible service to our clients and supplier partners. Thank-you for for being a partner of the Terroir Selections familyCompany DescriptionTerroir Selections is a boutique-focused, statewide family owned Florida distributor. Our philosophy is based on working with Responsible Farmers(Biodynamic, Organic, and Sustainable) as well as family owned estates. We ship everything in temperature controlled, and refrigerated logistics from the winery to your door. Our warehouse is kept very cool at 64-68 degrees as our belief is to keep the wines as close as possible to their natural state in the cellar. All of our trucks are refrigerated. We currently represent estates from 17 countries including US, Chile, Argentina, France, Spain, Italy, Germany, Austria, Lebanon, Portugal, Japan, Australia, New Zealand, South Africa, Switzerland, Hungary & Greece. We direct import over 100 producers from all over the world and by cutting out the middleman pricing we can save our customers nearly 25% on many of our fine wines from areas such as France, Germany, Spain, China, and Italy. Terroir Selections is our Direct Import Company which we are consistently developing to bring in Fine Wine Estates from around the world and also sell to other states in the US. Our story began in September 2012 after working for nearly 20 years helping to build fine wine companies in Florida, Kyle Greene decided to begin a new venture with his wife Liliana searching out for small family owned estates of the highest possible quality in which their focus was on responsible farming to build the top mid-sized family owned fine wine distributor in Florida With our growth we are consistently striving to provide the best possible service to our clients and supplier partners. Thank-you for for being a partner of the Terroir Selections family

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