Administrative Assistant

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Job Description

Job Description
Job Title: Administrative Assistant

Location: Hicksville, NY

Position Summary:


We are a small business seeking a highly motivated and organized Full Time Administrative Assistant to join our team. In this role, you will provide essential administrative support across various departments, including accounting, customer service, and warehouse. You will be responsible for a variety of tasks, including but not limited to:

Responsibilities:


  • Accounting:
    • Data entry in QuickBooks Online
    • Invoicing, AR & Collections- Generate & send invoices; monitor and manage A/R aging reports to ensure timely collections; follow up with customers on overdue accounts and document collection efforts.
    • Accounts payable (AP) processing- Process and enter vendor bills; monitor and manage A/P aging reports to ensure prompt and accurate payments
    • Process & Reconcile Vendor Invoices
  • Customer Service:
    • Answer phone calls and emails from customers
    • Resolve customer inquiries and complaints
    • Schedule Service Appts-routinely call clients to update service contracts
  • Shipping & Logistics:
    • Prepare Shipping Labels-U.S & Intl
  • Service Dept Support:
    • Create and manage quotes
    • Proactively Call Service Clients for service renewals
    • Manage Service Schedule & Coordinate with Technicians
  • General Office Duties:
    • Maintain office supplies
    • Assist with other administrative tasks as needed
Qualifications:
  • 3 years of experience in an office setting preferred
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
  • Hands on Experience with QuickBooks Online
  • Experience with HubSpot CRM a plus
  • Excellent communication and interpersonal skills
  • Strong organizational and time-management skills
  • Detail-oriented and accurate
  • Ability to work independently and as part of a team
  • Positive, enthusiastic attitude & good work ethics
  • H.S Diploma or higher

Apply
Location:
Hicksville
Job Type:
FullTime
Category:
Business

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