Accounts Receivable / Admin Assistant - PrideStaff

Accounts Receivable / Admin Assistant  needed for an event technology service company located in Lake Forest, CA. 

Temporary to Hire opportunity. Paying $28-31/hr, depending on experience. Hours are Monday - Friday, from either 8:30 AM - 4:30 PM. 

This position will be responsible for reconciling, preparing, posting, verifying, and recording customer invoices according to company policies and procedures. In addition, this position will provide administrative support to the office, including answering phones, maintaining office supplies, and supporting general office functions.



Accounts Receivable:

• Reconcile, generate, issue, and track invoices for services rendered or products sold.
• Ensure accuracy in billing details and timely distribution to clients.
• Research and work with other departments and customers to resolve invoice discrepancies, claims, and receivable issues.
• Monitor and record incoming payments. Process checks and credit card payments, ensuring proper application to client accounts.
• Monitor accounts receivable aging reports. Follow up on overdue invoices and manage collection efforts to reduce outstanding receivables.
• Address and resolve client inquiries related to invoices, payments, and account balances. Provide excellent customer service to maintain positive client relationships.
• Maintain accurate and organized records of all transactions, contracts, and correspondence related to accounts receivable. Ensure compliance with company policies and accounting standards.
• Track and analyze customer credits.
• Enter and submit customer invoices into various portals.
• Other tasks as assigned by my management.

Contract and Insurance Management:

• Prepare, issue, and manage contracts for clients, ensuring all terms and conditions are accurately documented and agreed upon.
• Maintain a system for tracking contract statuses, renewals, and expirations to ensure timely follow-up and contract compliance.
• Update and modify contracts as needed, incorporating changes and amendments while keeping all relevant parties informed.
• Request and manage certificates of insurance (COIs) from clients, verifying that they meet the company’s insurance requirements.
• Track and monitor the expiration dates of COIs, ensuring that updated certificates are obtained and filed before the previous ones expire.
• Communicate with clients and insurance providers to address any issues or discrepancies related to COIs.
• Ensure that all contracts and insurance documents comply with legal and regulatory requirements, as well as company standards.
• Maintain comprehensive records of all correspondence and documentation related to contracts and insurance for audit purposes and future reference.
• Serve as a point of contact for clients and vendors regarding contract and insurance inquiries, providing timely responses and resolutions.
• Coordinate with internal departments to ensure contract and insurance requirements are communicated and fulfilled appropriately.

Administrative Duties:

• Professionally manage incoming phone calls, directing them to appropriate personnel or departments as needed. Provide accurate information and assistance to callers.
• Monitor and respond to voicemail messages promptly. Ensure that urgent messages are prioritized and communicated to relevant staff.
• Monitor and maintain inventory levels of office supplies and kitchen supplies, ensure that stock is replenished in a timely manner to avoid disruptions, and manage storage of supplies to optimize space and accessibility.
• Prepare the weekly sales reports for management.
• Plan and coordinate lunch orders for meetings, events, and staff gatherings. Select appropriate catering options based on the size of the group and dietary preferences.
• Book travel arrangements for employees, including flights, accommodations, and ground transportation. Ensure that all travel plans align with company policies and budget constraints. Assist with any issues or changes related to travel arrangements, such as rescheduling or cancellations. Address any travel-related concerns and provide solutions as needed.
• Create and manage detailed travel itineraries, including schedules, reservation confirmations, and necessary travel documents. Provide employees with travel information and support.
• Assist in organizing and hosting office events, meetings, and client visits. Manage event
• logistics, including scheduling, setup, and coordination with vendors or service providers.

Requirements:

• Expert knowledge using QuickBooks Desktop, MS Office Suite, and other systems, as necessary.
• Excellent attention to detail and accuracy.
• Self-starter, capable of taking initiative.
• Demonstrated proactive approach to problem-solving with ability to use personal judgment and discretion in decision making.
• Highly resourceful team-player while possessing the ability to work independently and juggle a wide variety of projects.
• Proven ability to handle confidential information with discretion.
• Proficient in verbal, written, and electronic communications.
• Organization of tasks and priorities for efficiency.
• Self-awareness and reflection; ability to manage constructive feedback and active learning.
• Travel will be required less than 5%, and is subject to change depending on business need, some of your time will be spent traveling domestically and possibly internationally.

Qualifications:

• Degree in accounting, finance, or related field is a plus.
• Minimum of six (6) years of administration experience focusing on accounts receivable or related accounting areas.

Compensation / Pay Rate (Up to): $28.00 - $31.00