Accounts Receivable Office Administrator

As an Accounts Receivable Office Administrator at City Wide Facility Solutions, your primary responsibilities include processing accounts receivable transactions, preparing and sending invoices to customers, reconciling accounts, and resolving any payment discrepancies. You'll also maintain accurate financial records and assist with month-end closing procedures while effectively communicating with customers regarding any billing inquiries.

To be considered for the Accounts Receivable Office Administrator role at City Wide Facility Solutions, applicants must have a high school diploma, though an Associate's degree in accounting or a related field is preferred. Additionally, previous experience in finance or accounting can be advantageous, alongside strong attention to detail, proficiency in Microsoft Excel, and excellent communication skills.

The Accounts Receivable Office Administrator position at City Wide Facility Solutions offers flexible working hours with a minimum of 30 hours per week. You can choose a schedule that fits your life, such as working from 9 am to 3 pm or 10 am to 4 pm, allowing you to maintain a work-life balance while fulfilling your responsibilities.

City Wide Facility Solutions provides a comprehensive benefits package for the Accounts Receivable Office Administrator role, which includes a health care plan covering medical, dental, and vision, life insurance options, and paid time off for vacation, sick days, and public holidays, promoting a healthy work environment.

In the role of Accounts Receivable Office Administrator at City Wide Facility Solutions, your support for the finance team involves not only maintaining accurate financial records but also assisting with various administrative tasks as needed. This collaboration helps ensure the smooth operation of financial processes and contributes to the overall success of the company's financial health.

When facing a client dispute regarding an invoice, it's important to remain calm and professional. Start by listening to the client's concerns and validating their feelings. Review the invoice details thoroughly to identify any discrepancies and gather relevant documentation that supports your position. Communicate your findings clearly and offer potential solutions, such as adjusting the invoice if necessary. Assure the client that their satisfaction matters to you and that you are committed to resolving the issue amicably.

When answering about your experience with accounting software, highlight specific tools you have used, such as QuickBooks, FreshBooks, or any other relevant software. Discuss your familiarity with the features of these platforms, including invoicing, payment tracking, and financial reporting. Emphasize how using these tools made your previous tasks more efficient and provided accurate financial records.

To ensure accuracy in financial records, I follow a systematic approach that includes double-checking my work, maintaining organized documentation, and using accounting software to minimize human error. I also set aside time to review financial records regularly and reconcile accounts to catch discrepancies early. Communication with team members and supervisors is crucial for clarifying and confirming any questionable entries and maintaining overall accuracy.

When managing multiple accounts, I prioritize tasks based on urgency and importance. I typically start with overdue invoices and follow up promptly to ensure payment. I create a task list and categorize items, focusing on deadlines and the complexity of each task. Regular communication with clients can also aid in deciding which accounts need immediate attention, helping me to manage my time effectively and maintain strong customer relations.

In a previous role, I encountered a payment discrepancy where a client’s payment did not match our records. I took the initiative to investigate by reviewing all related documentation and contacting the client for clarification. After identifying a communication breakdown on their end, I worked with them to correct the error and ensured that our records were accurately updated. This experience taught me the importance of attention to detail and thorough follow-up.

My understanding of the accounts receivable process includes the entire cycle of managing incoming payments, from generating invoices and sending them to clients to tracking payments and reconciling accounts. This process involves following up on overdue invoices, resolving any discrepancies, and maintaining accurate financial records to reflect the company’s financial status accurately. It’s critical for cash flow management and overall business health.

During busy periods, I manage stress by prioritizing my workload, staying organized, and maintaining a positive outlook. I make use of time-management techniques, such as breaking tasks into smaller, manageable steps and setting achievable goals for each day. Additionally, I ensure to take short breaks when needed to recharge and avoid burnout, allowing me to approach my tasks with renewed energy and focus.

I am motivated to stay organized by understanding the significant impact that organization has on efficiency and productivity. A well-organized workspace and task list not only help me maintain focus but also enhance my ability to serve clients effectively. I believe that being organized allows for better decision-making and minimizes errors, which is crucial in the accounting field.

In a previous position, I had a customer who was unusually stressed about an upcoming payment deadline. To alleviate their concerns, I took the extra step of not only ensuring their invoice was processed promptly but also providing them with status updates throughout the payment process. This proactive communication helped build trust, and the client expressed gratitude for the extra effort which ultimately strengthened our professional relationship.

I am excited about the opportunity to work as an Accounts Receivable Office Administrator at City Wide Facility Solutions because of the company’s commitment to excellence and its impressive growth in the facility management industry. I appreciate the collaborative team environment and the focus on providing exceptional service to clients. Being part of a company with a rich history and a forward-thinking approach aligns with my career goals and passions for finance and customer service.