Administrative Assistant

3 days ago


Little Rock, Arkansas, United States Marmic Fire & Safety Co Full time

Salary Estimate: $40,000 - $60,000 per year

About the Role

We are seeking an experienced Branch Administrator to join our team at Marmic Fire & Safety Co. The successful candidate will provide administrative support to a professional team, including new customer setup, quotes, pricing, and processing sales orders.

Key Responsibilities
  • Accurately post all non-cash payments, including receipts, discounts, allowances, price adjustments, returns, and chargebacks, to customer accounts within 24 hours of receipt.
  • Maintain organized customer files by scanning and filing documents in the database, ensuring easy access and systematic organization by customer.
  • Investigate and resolve chargeback claims, taking a proactive approach to recover discrepancies. Collaborate with department managers to verify chargebacks, dispute inaccuracies, and negotiate recoveries where applicable.
  • Process and manage credit card transactions for customer sales and refunds, ensuring timely and accurate completion.
  • Respond promptly to merchant service disputes related to chargebacks, providing necessary supporting documentation, such as proof of delivery and invoices, to prevent incorrect deductions.
  • Oversee workflow and team priorities, ensuring all tasks are completed efficiently and offering support as needed to meet deadlines and maintain productivity.
  • Review and interpret Proof of Delivery (PODs) and invoices, ensuring accuracy in documentation.
Requirements
  • High school diploma or equivalent (e.g., GED).
  • 1-2 years of experience in accounting, administration, or a similar role handling customer accounts, payments, and chargebacks.
  • Experience with non-cash payment processing (e.g., credit cards, allowances, returns).
  • Experience with file management and document organization, including scanning and database filing.
  • Familiarity with handling customer inquiries and disputes related to payments and chargebacks.
  • Proficiency in Microsoft Office Suite, especially Excel and Word.
  • Familiarity with accounting software or ERP systems for payment processing and record keeping.
  • Basic understanding of credit card processing and resolving chargeback disputes.
  • Strong attention to detail for reviewing and posting payments and managing customer files.
  • Excellent organizational skills to manage workflow and ensure tasks are completed on time.
  • Good communication skills to interact with department managers and resolve discrepancies.
  • Ability to multitask and prioritize tasks in a fast-paced environment.


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