Description
We are seeking an enthusiastic and professional Administrative Assistant to work full-time in our dynamic and fast-paced Engineering, Products and Technologies environment located in our Columbia, MD Corporate office.
As an administrator/billing specialist you will be responsible for managing billing processes for products and services offered by the company.
Duties include managing billing for products and services, updating product information, generating invoices and processing payments.
You will also be responsible for keeping track of money owed to the company by customers, preparing invoices and updating records.
As a billing specialist, you must be accurate and reliable in handling accounts and documents and contributing to the accurate preparation of bills receivable and safeguard the company's income.
Having superior time management and organizational skills accompanied with the willingness to adapt and learn is imperative for success.
Successful candidate will work with engineering and product managers, engineering and warehouse staff, and corporate financial staff to provide the administrative functions listed below in support of typical engineering, products, and technology activities.
Responsibilities
• Perform administrative duties associated with contracts including review of payment schedules, processing of payments, and generating invoices
• Assist with managing division budget by tracking budget accounts and resolve related budget and billing issues
• Create jobs within COINS & Salesforce software platforms that include preliminary budget and schedule of values
• Work with project managers to prepare billings for jobs
• Manage AP process for engineering and product divisions
• Review vendor invoices for accuracy and process them timely for payment
• Maintain AR report, sending monthly statements, and follow-up on outstanding invoices
• Process credit invoices as needed
• Participate in project tracking and information management activities
• Process timesheets and coordinate payroll for department
Requirements
• 3+ years working in an administrative position with an engineering, products, or construction firm highly desired
• College degree (Business Administration, English, Communications, Marketing, or similar)
• Proficient in Microsoft Office applications (Word, Excel, Outlook, PowerPoint)
• Strong interpersonal skills combined with a positive, team-oriented attitude
• Strong communication skills, both written and verbal
• Ability to work with diverse professionals at all seniority levels
• Carry out a given task with necessary level of detail and care
• Consistent attention to detail
• Manage time to work efficiently and effectively while balancing multiple requests
• High capacity for learning, retaining, and independently executing tasks
• Inspired to complete tasks and goals
• Ability to maintain a high level of confidentiality
• Experience with Coins and/or Salesforce software is a plus
Physical Requirements
· Visual acuity and listening ability
· Dexterity to operate equipment such as computer, printer, copiers, telephones, etc.
· Ability to lift 25 pounds.
Our ideal Administrative Assistant candidate is an innovative and decisive individual who can work effectively in a highly collaborative, team-based sales environment; has the ability to set goals and expectations and hold others accountable; can encourage and mentor others; is approachable, empathetic and outgoing; can quickly gain trust and respect; and is able to establish and maintain relationships.
EOE/M/F/D/V
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