Accounts Receivable & Administrative Assistant

Location: Orangeburg, NY
Schedule: Monday–Friday | 9:00 AM–5:00 PM during training, transitioning to either 7:00 AM–3:00 PM or 8:00 AM–4:00 PM
Work Arrangement: Fully Onsite
Compensation: $ 50,000- $ 55,000

About the Opportunity

Our client, a growing and fast-paced company in the water treatment industry, is seeking a sharp, organized, and tech-savvy Accounts Receivable & Administrative Assistant to join their team.

This is a great opportunity for a recent college graduate or early-career professional who is highly motivated, comfortable with technology, and eager to grow within an organization. The ideal candidate is a strong problem-solver who can thrive in a high-volume environment, manage multiple priorities, and quickly learn new systems and processes.

The office environment is casual, energetic, and fast-paced, offering the opportunity to take on a variety of responsibilities across Accounts Receivable, billing, administrative support, and general office operations.

Responsibilities

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• Process customer invoices and assist with various Accounts Receivable and billing activities.
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• Process and track customer payments, including credit cards, ACH payments, virtual cards, checks, and portal payments.
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• Monitor customer aging reports and assist with payment tracking and follow-up.
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• Navigate QuickBooks Desktop daily to support invoicing, payment processing, and other accounting-related tasks.
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• Process vendor bills and assist with matching and tracking customer orders and shipments.
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• Manage invoicing and payment activity through multiple customer portals and cloud-based platforms.
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• Upload invoices, compliance documentation, insurance certificates, and other required materials to customer and vendor portals.
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• Monitor a high-volume shared email inbox, ensuring inquiries are addressed, prioritized, and routed to the appropriate team members.
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• Receive and distribute mail, process incoming checks, receive packages, and assist with general office organization.
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• Track shipments and customer orders through carriers such as UPS, FedEx, and LTL providers.
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• Assist with project-based and customer-specific invoicing.
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• Help improve workflows, organization, and processes through technology and automation.
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• Take ownership of daily tasks and ensure deadlines and priorities are consistently met.
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Qualifications

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• Strong foundational knowledge of QuickBooks, preferably QuickBooks Desktop.
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• Comfortable learning and navigating multiple cloud-based software platforms and customer portals.
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• Proficiency with Microsoft Outlook, Word, and Excel.
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• Highly organized with strong attention to detail and the ability to manage multiple priorities.
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• Comfortable working in a high-volume, fast-paced environment.
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• Strong problem-solving skills and the ability to work independently.
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• Excellent written and verbal communication skills.
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• Tech-savvy with a strong interest in digital tools, automation, and improving processes.
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• Self-motivated, dependable, and disciplined in managing daily responsibilities.
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