Job Summary:
The Accounts Receivable (AR) Clerk/Administrative Assistant is responsible for supporting the Finance Department by managing customer invoicing, payment processing, and related administrative tasks. This dual-role position ensures the timely and accurate recording of AR transactions and provides general administrative support to the office. The ideal candidate will be detail-oriented, organized, and capable of multitasking in a fast-paced environment. While previous AR experience is preferred, no degree is required.
Summary of Essential Job Functions:
- Customer Invoicing: Generate and submit accurate invoices in accordance with contract terms and project billing schedules.
- Payment Processing: Record incoming payments via check, ACH, or credit card. Apply payments to appropriate customer accounts and follow up on outstanding balances.
- AR Reporting: Maintain up-to-date aging reports. Assist with reconciliation of accounts and report discrepancies to management.
- Customer Communication: Respond to customer inquiries regarding invoices and payment status. Follow up on past-due accounts in coordination with management.
- Document Management: Maintain organized files (physical and electronic) of all AR-related documents including invoices, receipts, and correspondence.
- Administrative Support: Answer phones, greet visitors, manage incoming/outgoing mail, and provide general office support as needed.
- Data Entry: Input data into accounting and project management software accurately and timely.
- Supply Management: Track and order office supplies. Maintain inventory of administrative materials.
- Scheduling and Coordination: Assist with scheduling meetings, appointments, and coordinating internal communications.
- Team Support: Collaborate with accounting, HR, and operations teams to ensure cohesive internal workflow and document sharing.
- Compliance: Ensure that financial records comply with company policies and procedures.
- Other Duties: Perform other related duties as assigned to support the finance and administrative functions of the organization.
Minimum Qualifications and Skills:
- High school diploma or GED required.
- Prior experience in accounts receivable or general accounting support (preferred but not required).
- Proficiency in Microsoft Office, especially Excel, Outlook, and Word.
- Familiarity with accounting software (QuickBooks or Viewpoint preferred).
- Strong organizational skills with attention to detail.
- Clear verbal and written communication skills.
- Ability to manage multiple priorities with minimal supervision.
- Customer service-oriented mindset.
Working Environment:
The AR Clerk/Administrative Assistant will work in an office setting. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Physical Demands:
While performing the duties of this job, the employee is frequently required to sit and talk or hear, use hands to grasp, handle, feel, or operate objects, tools, or controls. The employee is occasionally required to walk, reach with hands and arms, stoop, and lift or move objects up to 20 lbs. Visual acuity and manual dexterity are necessary to operate standard office equipment.
EEO & ADA Statement:
Couvillion Group LLC is an equal-opportunity employer. All aspects of employment including the decisions to hire, promote, discipline, or discharge, will be based on merit, competence, performance, and business needs. We do not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law.
Job Type: Full-time
Expected hours: 40 per week
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Tuition reimbursement
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Work Location: In person
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