Administrative Assistant

Douglas Aquatics is seeking an articulate, results oriented Administrative Assistant to join our Richmond team. The ideal candidate will have some bookkeeping experience, including but not limited to AP, AR, cost coding, and job costing. The individual will need to be customer service-minded and able to handle a fast-paced environment. 

 Key responsibilities may include:

• Communication management: Answering phone calls, taking messages, transferring calls, greeting visitors
• Document preparation: Typing, editing, formatting, and distributing documents like letters, memos, reports, and presentations
• File management: Maintaining filing systems, both physical and digital, retrieving and organizing documents
• Email management: Responding to emails, forwarding messages, managing email inboxes
• Office supplies: Ordering and maintaining office supplies
• Data entry: Entering data into spreadsheets and databases
• Payment Collection: Contact customers with outstanding invoices to remind them of due dates and initiate collection efforts through phone calls, emails, and letters.
• Account Reconciliation: Review customer statements, identify discrepancies, and investigate issues to resolve billing errors.
• Customer Account Management: Update customer information in the accounting system, including contact details, credit limits, and payment history. 
• Invoice Processing:
  • Receive and log incoming invoices from vendors. 
  • Verify invoice accuracy against purchase orders and supporting documentation. 
  • Code invoices to appropriate expense categories according to company chart of accounts. 
  • Identify and resolve any invoice discrepancies with vendors. 
  • File and maintain physical and electronic A/P documents. 
  • Data entry into accounting software 
  • Respond to internal and external inquiries regarding invoices and payments 
  • Prepare reports and summaries related to accounts payables