Harold Beck & Sons Inc

Compensation

Full Description

Description: Position Summary The Administrative Assistant in our Accounting & Finance department, is a crucial role supporting our overall operations. This professional position provides essential administrative and operational support to the finance and HR department, ensuring the smooth execution of daily financial processes. The role requires strong computer proficiency, exceptional communication skills, and a proactive approach to supporting various financial processes. Core Responsibilities and Essential Functions I. Accounts Receivable (AR) Management and Collections (Primary Focus) • Proactively manage the Accounts Receivable aging report to identify and follow up on delinquent accounts via phone, email, and formal correspondence. • Maintain accurate records of all collection activity, documenting contact attempts, commitments to pay, and status updates in the ERP system. • Process and apply daily cash receipts, wire transfers, and electronic payments accurately and timely. • Assist in resolving discrepancies related to customer invoices, working closely with the Sales and Shipping departments. II. Accounts Payable (AP) Processing and Support • Review, verify, and process vendor invoices, ensuring proper coding and necessary approvals are obtained before payment entry. • Prepare and process weekly payment runs (checks, ACH, and wire transfers). • Reconcile vendor statements and resolve billing discrepancies or purchase order issues. • Maintain vendor files, ensuring W-9 and contact information are current. III. General Administrative and Office Support • Manage incoming and outgoing departmental mail, ensuring invoices and payments are sorted and distributed promptly. • Maintain organized electronic and physical filing systems for all financial documentation. • Provide scheduled and unscheduled coverage for the main reception area, greeting visitors and directing incoming calls professionally. • Assist finance with monthly general ledger support tasks as requested. IV. System and Data Management • Routinely utilize the company's ERP System for transaction entry, data retrieval, and reporting functions. • Create and maintain financial schedules, reports, and data analysis using Microsoft Excel, requiring strong proficiency in formulas and formatting. • Ensure all data entry related to AP and AR is accurate and adheres to internal controls. Requirements: Required Skills and Qualifications • Experience: Minimum of 7 years of proven administrative experience, preferably within an accounting, finance, or corporate office setting. • Technical Skills: • Strong Excel Proficiency is Mandatory (VLOOKUP, basic formulas, pivot tables). • Proven experience using a modern ERP or accounting software system. • High level of competency with Microsoft Office Suite (Word, Outlook). • Communication: Excellent written and verbal communication skills, necessary for professional external communication (AR collections) and internal support. • Aptitude: High attention to detail, strong organizational skills, and a commitment to maintaining Physical Requirements: • Office environment requiring ability to stand, sit and walk for extended periods. • Speak and listen to others in person and over the phone • Use keyboard and read from computer, screen and reports