Administrative Assistant

As a key member of the front office, you will be responsible for ensuring the smooth running of daily administrative tasks and assisting with Data entry and analysis, financial reporting, and the accounts receivable processes of the organization.

Primary Responsibilities:

Responsible for managing the administrative functions and front office activities of the organization including day-to-day supervisory responsibilities in accordance with the organization’s policies and applicable laws. Plans and implements work plans and oversees the daily administrative task of the front office, logistics activities to support movement of product to and from the facility and supporting the financial work of the organization – this includes accounts receivable activities to ensure the organization receives payment for its services.?

Financial Data Entry and Accounts Receivable

• Assist in the accounts receivable process, including generating invoices, processing payments, running, and reconciling reports, and following up on delinquent accounts. Resolves payment discrepancies and answers customer inquiries related to billing and payments.
• This position will be maintaining accurate records of all accounts receivable transactions, as well as preparing and submitting daily, weekly, and monthly reports on accounts receivable activity.
• Assist with financial data entry including coding, invoices, payments, and expenses. Collaborate with Administration Manager and Accounting to ensure accurate and timely financial reporting. Will be compiling financial data for analysis and reporting purposes.
• Assist the Administration Manager with closing the monthly financials of Seadrunar Recycling from start to finish and understand the process of being able to provide coverage during absences in the Administration department.

Transportation Data Entry

• Accurately input transportation data into various databases, spreadsheets, and software systems. Must verify the accuracy of data before entry, identifies and corrects any discrepancies. Ensures that data confidentiality and security protocols are followed.
• Recording and documenting accurate weight measurements and relevant data while ensuring compliance with regulatory requirements and company policies for weighing and recording. This includes weighing trucks in and out on the scales and based off this information will pay or charge the account accordingly.

Assist in the day-to-day administrative tasks of Seadrunar Recycling

• Provide support to the Administration Manager to include file maintenance, customer service and responding to any customer service complaints, managing the front desk as needed, answering and routing phone calls, and inventory of office supplies.
• Provides coaching and development for the Return-to-Work program. Ensures the work environment is conducive to the front office Patient Volunteers learning and development. Work with the Return-to-Work Coordinator to address any patient issues or concern.
• Work with the Return-to-Work Coordinator to address any patient issues or concerns. Provide orientation for new Patient Volunteers and make sure they have been trained in any safety and health policies and procedures.
• Assists with the preparation of correspondence, reports, and presentations.
• Other duties as assigned.

Essential Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.? The requirements listed below are representative of the knowledge, skill, and/or ability required.?

Education and Experience Requirements

• High School Diploma or equivalent required; AA degree in business or accounting preferred
• I must have 2 years of administrative experience in a business setting or equivalent education and experience
• Experience and background in bookkeeping, accounts receivable, and other accounting work.

Knowledge, Skills, and Abilities:

• Customer service skills, including the ability to handle inquiries and complaints from customers regarding their accounts in a professional and service-oriented fashion
• Excellent time-management skills, including the ability to prioritize tasks and meet deadlines
• Highly organized, detail-oriented, and able to effectively solve problems with minimal direction
• Demonstrated ability to handle confidential business with discretion and diplomacy
• Proficient in Microsoft office, including excel, and able to format and index large documents
• Demonstrates effective oral and written communication, as evidenced by effective teamwork, accurate correspondence and reports, and respectful and friendly demeanor and presentation
• Reliable attendance and willingness to take on new tasks or relieve other staff as needed

Physical Demands and Work Environment:? The physical demands and work environment described below represent the activities and surroundings of the positions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.? The work is typically performed in an office environment, with a moderate noise level. To perform the job, the employee is frequently required to talk and listen on the telephone and in person with individuals and groups. The employee is required to read and respond to documents in hard copy and electronic form.? Type and use repetitive motion on a regular basis.

Join our team and enjoy a comprehensive benefits package designed to support your well-being and career growth. This includes:

• Healthcare: Company-paid medical, along with dental, and vision insurance with employer-sponsored wellness programs.
• Paid Time Off: Generous vacation, sick leave, and 10 paid holidays, plus a flexible work schedule to accommodate your needs.
• Retirement: 401(k) with company matching.
• Professional Development: Access to industry-leading training and conferences, as well as tuition reimbursement for relevant courses.
• Employee Discounts: Enjoy discounts on a variety of products and services, including travel, entertainment, and technology.