Administrative Assistant

2 weeks ago

Calabasas, CA, United States Heilind Electronics Full time
JOB SUMMARY

The Credit Department manages one of the company's major assets -- Accounts Receivable. The Credit Administrator provides direct support to the Credit Department by processing credit reports, bank and trade references, and administrative tasks. Duties also include telephone calls, data entry, scanning, faxing and records retention.

ESSENTIAL DUTIES AND RESPONSIBILITIES: Other duties as assigned.
  1. Reporting relationships: Reports to Regional Credit Manager
  1. Daily functions:
  • Process credit reports, bank & trades with same-day URGENCY if order is pending.
  • Process requests for new accounts by ordering credit reports, bank & trades; same day.
  • Use of Workflow system to track progress of approvals.
  • Maintain all records in our document storage system
  • Professional communication with customers or coworkers as to additional info needed.
  • Escalate to Credit Analyst if help gathering information is needed or credit review is coming up too small or nothing is available.
  • Set up and maintenance of accounts in ERP system including address changes and reactivations.
  • Adding contact information if provided, such as A/P, Buyer, etc.
  • Adding/changing ship to accounts and divisional records.
  • Communicate credit results to both Sales and Analyst once review is approved.
  • Maintenance of address information, such as mail returned by post office.
  • Must respond the same day to incoming requests for trade references.
  • Entering and update of tax resale information, store certificates in document storage system.
  • Process incoming and outgoing mail.
  • Maintain fax machine and printer including paper, toner, and incoming documents.
  • Follow up on fax errors by dialing # to confirm and seeking out new info until able to send.
  1. Periodic functions:
  • Complete sales tax "U" report by assigned completion dates.
  • Cleaning out credit files to purge items older than 6 months (keep any credit app or resale info you find).
  • Projects as needed -- assigned by Regional, Corporate or National Credit Managers.
EDUCATION/EXPERIENCE:

Associate or bachelor's degree in accounting, Finance, or related field preferred.

2-4 years of credit, accounts receivable, or related accounting experience.

SKILLS AND REQUIREMENTS:

Technical skills:
  • Work experience: Previous office experience preferred.
  • General education or equivalent: High school diploma or equivalent
  • Must be able to write effectively.
  • Previous experience with Word, Excel and Outlook preferred. Attention to detail is very important.
  • Good oral and written communication skills
  • Ability to work in a fast-paced environment
  • Cooperation with internal and external customers a must
  • Ability to prioritize
  • Multi-tasking is a must
Other Requirements:
  • Must be a U.S. Person as defined by the International Traffic in Arms Regulations (ITAR) -- meaning a U.S. citizen, lawful permanent resident (Green Card holder), or an individual granted asylum or refugee status in the United States.


PHYSICAL REQUIREMENTS:

While performing the duties of this job the employee is often required to stand, sit, use computers, read, write, type, use copy machines, file paperwork, use telephones, and utilize written and oral communication to interact with clients, co-workers, and customers. Reasonable accommodations may be made to enable individuals to perform the essential functions of this job.

Sedentary work. Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Substantial movements (motions) of the wrists, hands, and/or fingers (paperwork, typing, using mouse/keyboard). The worker is required to have close visual acuity to perform an activity such as preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading.

WORKING CONDITIONS:

Position is not substantially exposed to adverse environmental conditions (such as in typical office or administrative work).

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