Administrative Assistant at Colony Tire Corporation in Newport News, VA

Job description

• Colony Tire is currently seeking a full-time Administrative Specialist to join our team in Newport News, VA! Full benefit package offered including Medical, Dental, Vision, 401(k) + company match, Employee Stock Ownership Plan (ESOP), paid holidays, vacation time, company paid life insurance, and short-term disability.
• The Administrative Specialist is responsible for the day-to-day accounts receivable and administrative functions of the location. The ideal candidate demonstrates exceptional attention to detail, professionalism, integrity, and the ability to manage multiple priorities in a fast-paced environment.

Responsibilities

• Payment Processing & Cash Application
• Receive and process customer payments by cash, check, and credit card.
• Accurately apply payments to customer accounts.
• Monitor and resolve unapplied or misapplied payments.
• Research and correct payment discrepancies in a timely manner.
• Daily Deposits & Reconciliation
• Prepare daily bank deposits.
• Reconcile daily payment activity with company systems and warehouse records.
• Investigate and resolve reconciliation discrepancies.
• Maintain accurate records supporting all financial transactions.
• Customer Account Support
• Assist customers with billing, payment, account balance, and account discrepancy questions.
• Work collaboratively with internal departments to resolve account issues promptly and professionally.
• Provide exceptional customer service while maintaining professionalism and confidentiality.
• Internal Reporting
• Prepare reports related to payment activity, outstanding balances, deposits, and accounts receivable.
• Maintain documentation supporting audits, internal controls, and compliance requirements.
• Assist with month-end reporting and other accounting projects as assigned.
• Sales Support
• Partner with the Sales Team by providing account status updates, payment history, and customer balances.
• Assist with customer account questions and credit-related matters.
• Maintain confidentiality of customer financial information.
• Recordkeeping & Compliance
• Maintain accurate customer account files and transaction records.
• Follow company policies regarding payment handling, cash controls, and month-end reconciliation.
• Maintain records in accordance with company policies and applicable accounting standards.
• Protect confidential financial and customer information.
• Provide excellent customer service to internal and external customers.
• Answer incoming telephone calls and direct inquiries appropriately.
• Assist with reports, billing, collections, filing, data entry, and general office administration.
• Maintain an organized and professional office environment.
• Perform other duties as assigned.

Requirements

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the competencies and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
• Previous experience in accounts receivable, bookkeeping, accounting, or administrative support preferred.
• Experience processing customer payments, bank deposits, reconciliations, billing, collections, and customer account management.
• Proficiency with Microsoft Office, including Excel, Word, and Outlook.
• Experience with accounting or ERP software preferred.
• Strong organizational, analytical, and problem-solving skills.
• Excellent verbal and written communication skills.
• Strong mathematical aptitude and attention to detail.
• Ability to prioritize multiple tasks while maintaining a high degree of accuracy.
• Ability to work independently and collaboratively within a team.
• High school diploma or equivalency
• Must hold a valid driver’s license
• Associate's degree in Accounting, Business Administration, or a related field preferred.
• Previous administrative and/or accounts receivable experience preferred.
• Proficiency in Microsoft Office (Excel, Word, Outlook).

Skills

Required

• Exceptional attention to detail
• Professionalism
• Integrity
• Dependability
• Self-motivated
• Customer-focused
• Sound judgment
• Microsoft Office (Excel, Word, Outlook)
• Accounting or ERP software (preferred)