Administrative Assistant

4 weeks ago

San Diego, United States Penhall Full time

Penhall Company is accepting applications for a full-time in-office Construction Office Administrative Assistant to work in a fast-paced office with various responsibilities emphasizing Accounts Receivables & Billing. The successful candidate will have experience in a similar setting and multiple responsibilities. The Administrator should have proven experience with an ERP Software.

Penhall, a trusted name in the concrete services industry since 1957, is the largest U.S. supplier of concrete services. Our expertise spans across 43 locations in 21 states & Canada. Join our team and be part of our continued success.

Penhall Company Offers:

  • A full-time career opportunity & competitive wages
  • Affordable Medical, dental, vision & life insurance
  • Vacation, holiday & sick pay
  • 401K retirement

Job Description

The Accounts Receivable Administrator plays a crucial role in our financial operations. They are responsible for processing branch invoices and payments, managing the accounts receivable ledger, and handling administrative activities related to A/R specific to Certified Payroll in California. The ideal candidate should have proven experience in these areas, be analytical, results-driven, innovative, and proficient in problem-solving.
The Accounts Receivable Administrator must possess a high level of proficiency in establishing effective working relationships with cross-functional teams. They should also have a strong focus on continuous improvement and automation of financial processes.

Responsibilities

  • Process check requests and expense reports regularly
  • Comfortable processing high volume of billings and invoices under tight deadlines
  • Address and respond to customer inquiries
  • Address and respond to vendor inquiries
  • Participate in the monthly general ledger close process
  • Participate in weekly A/R calls with Corporate Credit Manager and Branch Manager
  • Verify customer accounts by reconciling monthly statements and related transactions.
  • Review and reconcile invoice discrepancies
  • Schedule of Values on contract billings
  • Assist with audit support as necessary
  • Follow established policies and procedures for GL and A/R; assess current processes and make recommendations for improvements
  • Provide support for other departments, branches, and other internal and external stakeholders
  • Ensure invoice copies are sent to Corporate A/P, contracts, and equipment files.

Essential Duties & Responsibilities include:

  • Ensure A/R tasks are complete
  • Collects PO's, invoices, and accounting functions
  • Set up accounts with new vendors as required
  • Monitor customer accounts and statements monthly to ensure accounts are up to date
  • Resolve invoice discrepancies, correspond with vendors, and respond to inquiries
  • Processes requests to complete vendor master set-up and updates
  • Maintain and file vendor files appropriately.



Requirements:

  • 2+ years of accounts receivable experience
  • High School diploma/associate degree, preferred
  • Proficient Microsoft Office knowledge and skills
  • Excellent verbal and written communication abilities across all levels of an organization
  • Strong organizational, time management, and analytical skills
  • Ability to work independently and as part of a group
  • Proven ability to handle multiple projects simultaneously and prioritize tasks
  • High degree of attention to detail
  • Familiarity with purchase order processes
  • Maintains a positive, can-do attitude and approach to work
  • High comfort level, working at a fast pace
  • Excellent recordkeeping and documentation skills
  • Viewpoint Vista accounting system knowledge, a plus

Qualifications: To perform this job successfully, an individual must be able to satisfactorily perform each essential duty. The requirements below represent the required knowledge, skill, and/or ability. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

  • Some experience in an accounting department with basic knowledge of AP and understanding of credit, debit, account reconciliation, etc.
  • Detail oriented
  • Computer skills in Outlook, Word, and Excel, and the ability to learn new platforms as needed.
  • Strong communication skills, both oral and written
  • A high sense of urgency, strong initiative, and the ability to multi-task
  • The ability to take ownership of your function but also to be a contributing member of a team
  • The ability to adapt to a changing environment, and the willingness to cross-train in other accounting functions as needed to help cover the department.

Penhall Company is an Equal Opportunity Employer. Penhall Company encourages qualified females, minorities, veterans, disabled persons to apply.

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