Administrative Support Specialist

2 weeks ago

Rogers, Arkansas, United States Pel-Freez, LLC Full time
Job Overview

Position Summary:

The primary responsibility of the Financial Records Coordinator is to accurately compute, classify, and document numerical data to maintain comprehensive financial records, including all invoices and transactions. This role may involve performing various routine calculations, postings, and verification tasks to gather essential financial data for accounting purposes.

Key Responsibilities:

  • Accounts Receivable Duties:
    • Examine customer invoices against shipping documents and sales orders for precision.
    • Distribute invoices to clients via mail, email, or electronic methods.
    • Process and circulate credit memos as needed.
    • Balance internal accounts regularly.
    • Record daily accounting transactions.
    • Collaborate with the accounting team to meet productivity metrics and reporting timelines.
    • Timely processing of invoices, expense reports, and payments.
    • Follow up on overdue invoices and assist in payment arrangements.
    • Prepare weekly aging reports and receivables performance indicators.
    • Address accounts receivable and customer-related issues promptly.
    • Assist in monitoring and resolving aged receivables.
    • Handle cash, checks, and vouchers with accuracy.
    • Investigate and rectify discrepancies in revenue reconciliations.
  • Accounts Payable Support:
    • Classify invoices correctly and ensure proper authorization before payment.
    • Input and verify financial data for month-end processes.
    • Review vendor statements and address discrepancies with vendors.
    • Match purchase orders with incoming bills and input them into the ERP system.
    • Document monthly utility consumption.
  • Assist executives with various projects and presentations.
  • Support management and staff in completing customer-related documents.
  • Utilize accounting software for data recording and analysis.
  • Verify accuracy in financial entries and calculations.
  • Maintain current and historical records for valuable insights.
  • Receptionist Duties:
    • Maintain cleanliness in the reception area.
    • Welcome visitors and direct them to the appropriate personnel.
    • Perform general office tasks, including filing, data entry, and phone management.
  • Demonstrate excellent attendance and punctuality.
  • Adhere to company policies and procedures.
  • Carry out additional duties as assigned.

Required Skills and Qualifications:

  • Understanding of customer service principles and practices.
  • Familiarity with administrative procedures and office systems.
  • Knowledge of accounting principles and financial data analysis.
  • Proficient in 10-key operations for calculations.
  • Ability to apply mathematical skills to solve problems.
  • Proficient in Microsoft Office Suite, especially Excel, Word, PowerPoint, and Outlook.
  • Experience with ERP software.
  • Capability to verify the accuracy of financial data.
  • Dependable and accountable in task completion.
  • Self-motivated with the ability to follow instructions.
  • Skilled in maintaining information in various formats.
  • Effective communication skills for providing information to colleagues.
  • Strong logical reasoning abilities for problem-solving.

Education and Experience Requirements:

  • High school diploma or equivalent required.
  • Associate's degree in accounting or related field preferred.
  • Minimum of two years of experience in accounts receivable/payable or receptionist roles preferred.
  • Valid driver's license required.

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