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Administrative Support Specialist

2 months ago

Albany, New York, United States Contractors Sales Full time
Job Summary

Contractors Sales, a leading heavy construction equipment dealership, is seeking a highly organized and detail-oriented Administrative Support Specialist to join their team in Albany, NY. As a key member of the Accounts Receivable and Accounts Payable teams, this individual will provide administrative support to the executive team and contribute to the daily business operations.

Key Responsibilities:

  • Answer and direct incoming calls to the appropriate personnel
  • Welcome customers and visitors to the facility
  • Prepare and type contracts and forms
  • Obtain and track customer insurance certificates and contracts
  • Prepare purchase orders and invoices
  • Receive and distribute incoming mail
  • Send outgoing mail
  • Filing customer invoices, statements, correspondence, vendor invoices, purchase orders, machine sales to customers, returned contracts, insurance certificates, and UCC filings
  • Collect and maintain current insurance certificates for rental customers and equipment haulers
  • Order and maintain office supplies
  • Follow up with past-due accounts for collection
  • Provide support to Accounts Payable and Receivable Departments, as requested
  • Provide support to executive management, as requested
  • Enter vendor invoices
  • Post checks received
  • Review vendor statements (monthly)
  • Submit advertising invoices to vendors for reimbursement (monthly)
  • Pull vendor invoices for check run (weekly)
  • Monitor parts return credits and warranty credits from vendors
  • Process trade references for new customer accounts

Requirements and Qualifications:

  • Team player with a positive attitude
  • Proficient in Microsoft Word and Excel
  • Personable and outgoing
  • Strong communication skills
  • Self-starter who also takes direction well
  • Accounting/bookkeeping experience is a plus