About this role
Administrative Assistant – Alabama Service Center
Job Summary
The Administrative Assistant facilitates the efficient operation of the Alabama Service Center by performing a variety of clerical, administrative, accounts receivable, and purchasing functions. This position plays a key role in supporting daily business operations by ensuring accurate financial records, timely customer invoicing and collections, efficient purchasing processes, and exceptional internal and external customer service.
Duties/Responsibilities
• Answers and transfers phone calls, screening when necessary.
• Greets customers, vendors, and visitors in a professional and courteous manner.
• Maintains filing systems and records as assigned.
• Responds to and resolves administrative inquiries and questions.
• Maintains office supplies and coordinates maintenance of office equipment.
• Processes accounts receivable transactions.
• Monitors outstanding customer balances and assists with collections efforts.
• Communicates with customers regarding invoices, account status, and payment inquiries.
• Creates and tracks purchase orders for office, operational, and facility needs.
• Coordinates with vendors to obtain pricing, place orders, and ensure timely delivery of materials and supplies.
• Maintains purchasing records and assists in monitoring inventory levels.
• Assists with data entry, report preparation, and recordkeeping.
• Works closely with Accounting, Purchasing, Human Resources, and Operations to support service center objectives.
• Assists the Controller and other departments as assigned.
• Performs other related duties as assigned.
Required Skills/Abilities
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Strong organizational skills and attention to detail.
• Proficient in Microsoft Office Suite, especially Excel, Outlook, and Word.
• Basic understanding of accounts receivable processes and purchasing procedures.
• Ability to prioritize multiple tasks and meet deadlines.
• Ability to work independently and maintain confidentiality.
• Strong problem-solving and analytical skills.
• Knowledge of QuickBooks is a HUGE plus.
• Experience with invoicing, collections, purchasing, or inventory management is preferred.
Education and Experience
• High School Diploma or equivalent required.
• Associate degree in Business Administration, Accounting, or a related field preferred.
• Experience in an administrative, accounts receivable, purchasing, accounting, or office support role preferred.
• Equivalent work experience will be considered.
Physical Requirements
• Prolonged periods sitting at a desk and working on a computer.
• Frequent use of office equipment, including computers, telephones, printers, and copiers.
• Must be able to lift up to 15 pounds at times.
Key Success Factors
• Strong aptitude for organization and accuracy.
• Ability to build positive relationships with customers and vendors.
• High degree of professionalism and dependability.
• Commitment to supporting efficient service center operations and maintaining accurate financial and purchasing records.
Reports To: Alabama Service Center Manager
FLSA Status: Non-Exempt
DOE