Accounts Receivable & Office Administrator
The Administrative Assistant / Accounts Receivable Specialist provides administrative support to ensure efficient office operations while managing accounts receivable functions, including invoicing, payment processing, and customer account follow-up. This role requires strong organizational skills, attention to detail, and professional communication with internal teams and external customers.
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Administrative Duties**
Provide general administrative support, including answering phones, managing emails, greeting clients and ringing up retail transactions.
Maintain organized digital and physical filing systems
Prepare correspondence, reports, and documents as needed
Balance daily cash sheet and make deposits
Order office supplies and breakroom supplies and coordinate with vendors
Assist management and team members with day-to-day operational tasks
Accounts Receivable Duties
Generate and send customer invoices accurately and on time
Post payments (checks, ACH, credit cards) to customer accounts
Monitor accounts for overdue balances and follow-up on past-due invoices
Communicate professionally with customers regarding billing questions and payment status
Maintain accurate customer records and account documentation
Reconcile accounts receivable balances and assist with monthly reporting
Coordinate with accounting or management regarding discrepancies or collection issues
Plumbing Retail Sales & Cashiering Duties
Assist walk-in customers with plumbing parts, fixtures, pumps, and related products
Provide product recommendations based on customer needs
Process retail sales transactions accurately using point-of-sale systems
Handle cash, credit card, and other payment methods in accordance with company procedures
Balance cash drawer daily and reconcile with sales receipts
Support special orders and coordinate with vendors as needed
Maintain organized, clean, and well-stocked retail displays
Deliver professional, courteous, and knowledgeable customer service
Cleaning & Office Maintenance Duties
Maintain cleanliness and organization of common office areas, including reception, breakroom, and conference rooms
Clean and restock breakroom supplies (coffee station, refrigerator, microwave, etc.)
Empty trash and recycling bins as needed
Wipe down desks, counters, and shared equipment
Monitor cleanliness and notify management of maintenance or repair needs
Ensure office areas present a professional appearance for staff and visitors
Qualifications & Skills
High school diploma or equivalent required; associate degree or accounting coursework preferred
1--3 years of experience in administrative support and/or accounts receivable
Proficiency in Microsoft Office (Excel, Word, Outlook)
Experience with accounting or invoicing software (QuickBooks and Service Titan) preferred
Strong organizational and time-management skills
Excellent written and verbal communication skills
High level of accuracy, attention to detail, and confidentiality
Ability to work independently and manage multiple priorities
