Accounts Receivable Coordinator

Accounts Receivable Coordinator & Administrative Support Specialist

Job Summary The Accounts Receivable Coordinator and Administrative Support Specialist plays a critical role in ensuring accuracy and efficiency in profitable operations, order processing and customer service transactions.

Key Responsibilities

• Accounts Receivable
o Generate accurate and timely customer invoices and account statements o Research, process and correctly post customer payments
o Prepare, process, reconcile daily bank deposits and credit card receipts
o Conduct daily, weekly, and monthly reconciliation and close procedures
o Facilitate timely customer payment collections and resolve billing issues
o Collect and process customer sales tax certificates and sales tax records o Maintain and create accounts receivable data, files, records, and reports
o Promptly research and resolve discrepancies, such as deductions/rebates

• Reception Duties:
o Professionally serve as the first point of contact for visitors and callers
o Receive visitors and deliveries and answer, screen and forward calls
o Assist customers with inquiries, ordering, and scheduling

• Administrative Support:
o Provide primary backup and support for the Executive Assistant
o Provide support to management and other departments as needed
o Collect and maintain accurate lumper and fuel tax records
o Preserve and process petty cash account and records
o Collect/maintain up to date vendor W9 forms and insurance certificates
o Support truck drivers with processing of documentation records

• Inventory:
o Aid in maintenance of accurate paper and digital inventory records
o Assist with maintenance of order processing records
o Help with purchase order inventory and invoice reconciliation tasks

• Food Safety
o Process food safety documentation according to specifications
o Comply with food safety labeling and traceability regulations
o Maintain food safety records as instructed or requested
o Monitor operations for food safety and regulatory compliance

• Strategic Support:
o Keep management informed on need-to-know information
o Protect the confidentiality of company, vendor, and customer information
o Comply with company, state, and federal policies and procedures
o Think creatively for ways to minimize costs and maximize efficiency
o Other duties or job description changes as requested by management

Accounts Receivable Coordinator & Administrative Support Specialist

Knowledge and Skills

• Excellent written, verbal, math, and interpersonal skills

• Hands on commitment to efficiency, accuracy, and customer service

• Skill to maintain accurate, thorough, and organized records

• Attention to detail and aptitude for accuracy and problem solving

• Capacity and willingness to learn, adapt, and serve with a positive attitude

• Strong organizational, multitasking, and time management abilities.

• Ability to work independently and collaboratively in a team environment. Educational Qualification and

Experience:

• High school diploma or equivalent required; bachelor's degree preferred.

• Previous experience in an administrative or office support role is preferred.

• Experience in wholesale, produce, or related industries highly desirable.

• Bilingual in English and Spanish a plus

• Computer skills and proficiency in Microsoft Office applications

• Must at all times be legally authorized to work in the United States
Compensation / Pay Rate (Up to): $19.00 - $24.00 Per Hour