Administrative Assistant - Accounts Receivable

POSITION SUMMARY:

The Administrative Assistant - Accounts Receivable Administrator is responsible for all Accounts Receivable procedures and functions, including all customer set-up, credit reference processing, daily completion and distributing of customer invoicing along with following the invoice through it’s life cycle to maintain positive payment terms with each customer.

KEY RESPONSIBILITIES:

• Communicate with customers about billing discrepancies and questions, soliciting payments on overdue accounts when required
• Manage and process daily invoicing and payments for customer accounts
• Maintain an up-to-date billing system
• Perform account and bank reconciliations and resolve payment discrepancies
• Investigates and resolves customer queries
• Processes adjustments and refunds
• Supervise and maintain customer account files
• Research customer background, DnB reporting, credit history, banking, vendor forms, and credit references to establish credit worthiness
• Process incoming sales orders, verify accuracy of data, and generate order acknowledgements
• Produce monthly financial and management reports

​QUALIFICATIONS:

Critical Success Factors:

• QuickBooks expert
• Excellent communication skills, verbal and written
• Excellent interpersonal skills to interact professionally with customers, vendors, and staff
• Excellent attention to detail and organizational skills
• Ability to work independently with minimal supervision
• Strong team player with the ability to work with employees of all levels
• Ability to work 50+ hours weekly
• Ability to work in high stress, fast moving environment

Required Skills/Experience:

• 1-3 years of experience in collections
• 1-3 years of experience in billing or general accounting experience
• Must be authorized to work in the United States

Desired Skills/Experience:

• Expert proficiency in MS Office: Excel and Word
• Demonstrated knowledge of cash reconciliation, Accounts Receivable, and cash disbursements procedures
• Experience in manufacturing operations is desired

Education:

• High School Diploma or equivalent

Physical Demands:

While performing the duties of this job, this position is regularly sedentary in nature with extensive use of a computer screen, but may require standing and walking, and the ability to intermittently kneel down, stoop, bend at the waist, twist at the waist and reach, or sit for long periods of time. Along with the ability to read, write, and communicate clearly this position may occasionally lift up to 20 lbs.(boxes, paper, office supplies, etc).

TRAVEL: Less than 5%

ABOUT PARTICLES PLUS, INC.:

Particles Plus engineers and manufactures feature-rich particle counters and air quality monitoring instrumentation. The company serves the Life Science, Food & Beverage, Pharmaceutical, Indoor Air Quality, Industrial Health & Safety, Cosmetic, Semiconductor, Aerospace and Data Storage industries.

• This job description in no way states or implies that these are the only duties to be performed by this employee. The incumbent is expected to perform other duties necessary for the effective operation of the department or unit. This job description may be changed at any time.

Job Type: Full-time

Pay: $21.00 - $23.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off

Schedule:

• Monday to Friday

Ability to Commute:

• Stoughton, MA 02072 (Required)

Work Location: In person