Administrative / Executive Assistant - Contractors Sales

Contractors Sales Company, Inc. is hiring! This is your opportunity to join a premier heavy construction equipment dealership's team in Albany, NY. Contractors Sales is looking for an Administrative Assistant who will work closely with the Accounts Receivable and Accounts Payable teams, as well as the executive team to assist with daily business operations. Contractors Sales has been in business for over 100 years and provides competitive pay, 401(k) with a safe harbor match, discretionary profit sharing, health insurance with minimal out of pocket expense, life insurance and paid time off. Apply today to be a part of the exciting future at Contactors Sales.

Hours: 8:30 AM. - 5:00 PM, Monday - Friday

Job duties include, but are not limited to:

• Answer, screen and transfer incoming calls to the proper personnel
• Welcoming customers and visitors to the facility
• Typing contracts and forms
• Obtaining customer insurance certificate and tracking contracts for customer signature
• Preparing purchase orders and invoices
• Receiving & distributing incoming mail
• Envelope, affix postage and deliver outgoing mail
• Filing customer invoices, customer statements, correspondence, vendor invoices, purchase orders, machine sales to customers, returned contracts, insurance certificates and UCC filings
• Collecting and maintaining current insurance certificates for rental customers and equipment haulers
• Ordering and maintaining office supplies
• Following up with past dues accounts for collection
• Provide support to Accounts Payable and Receivable Departments, as requested
• Provide support to executive management, as requested
• Entering vendor invoices
• Posting checks received
• Review vendor statements (monthly)
• Submit advertising invoices to vendors for reimbursement (monthly)
• Pull vendor invoices for check run (weekly)
• Monitor parts return credits and warranty credits from vendors
• Process trade reference for new customer accounts
• And any other duties, as requested by management

Job Requirements/Qualifications:

• Team player with a positive attitude
• Must be proficient in Microsoft Word & Excel
• Personable and outgoing
• Strong communication skills
• Self-starter who also takes direction well
• Accounting/bookkeeping experience is a plus