Administrative Assistant at Tri-Lift Industries Inc – Greensboro, North Carolina

JOB SUMMARY

The Administrative Assistant provides essential administrative and clerical support to ensure the efficient operation of daily activities in a fast-paced environment. This position plays a key role in supporting the accounting department by processing customer payments, verifying invoices, and following up with customers on past due accounts. This position will support leadership/managers in all departments across the organization by performing general administrative tasks. The Administrative Assistant is also responsible for managing incoming calls from customers, vendors, and employees, promptly directing them to the appropriate individual or department.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Professionally answer and direct all phone calls, greet visitors, and respond to general inquiries in alignment with company standards.
• Provide outstanding customer service through interactions with customers, vendors, and team members.
• Process transactions by verifying entries and comparing system reports for accuracy.
• Receive and distribute all incoming and outgoing mail, routing it to the appropriate personnel.
• Process customer credit card payments using designated accounting software.
• Prepare, review, scan and process invoices accurately, efficiently and route to the appropriate customer.
• Review customer invoices for accuracy, including applicable sales tax, and identify any discrepancies or issues.
• Maintain accurate records of all open invoices, including those pending corrections or awaiting purchase orders.
• Monitor the purchase order email inbox and promptly notify the appropriate department or individual regarding customer purchase orders.
• Maintain well organized filing systems, both electronic and physical, to ensure efficient document retrieval and compliance.
• Post account transactions for cash receipts, including credit card payments, in a timely and accurate manner.
• Maintain up-to-date and accurate customer records, including sensitive information such as credit card details, in accordance with company policy.
• Support month end closing.
• Support all managers/leadership teams in all departments across the organization by performing general administrative tasks or projects in a professional manner, as requested.
• Monitor and reconcile incoming bank transactions, including wire transfers, ACH deposits, and lockbox activity.
• Prepare and submit audit documentation accurately and in a timely manner.
• Perform other duties and projects assigned by management to support company objectives.
• Attendance and punctuality as set by business needs.
• Follow all company guidelines, federal, state and local laws.

Core Competencies

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Education: High school diploma or equivalent with one to three years of general accounting and Administrative Assistant experience required.

Communication: Effectively communicate with customers, vendors, co-workers and management.

Basic Skills: Excellent communication, organization and problem-solving skills. High attention to detail and accuracy and can meet required deadlines. Microsoft Office experience is required.