Pavement Sealants & Supply, Inc. is hiring: Administrative Assistant in Albuquer

Overview

Position Overview: We are looking for a detail-oriented and proactive Administrative Assistant with experience in accounts receivable and accounts payable to provide essential support for our small business. In this role, you will also assist with a variety of operational tasks, including processing gross receipts taxes and supporting overall business administration. The ideal candidate will have strong organizational and financial skills, a keen eye for detail, and the ability to handle multiple tasks in a fast-paced environment. This position offers opportunities for professional growth and hands-on involvement in key areas of business operations.

Key Responsibilities

• Accounts Receivable: Manage the full cycle of accounts receivable, including generating invoices, tracking payments, and reconciling accounts.
• Ensure timely collection of payments and communicate with clients to resolve any payment issues.
• Maintain accurate records of customer payments, credit memos, and account adjustments.
• Develop and maintain strong client relationships, ensuring prompt resolution of payment inquiries and disputes.
• Accounts Payable: Manage end-to-end accounts payable processes, including reviewing, coding, and coordinating with vendors to ensure timely payments and maintain positive relationships.
• Perform reconciliation of accounts payable and assist in monthly close procedures.
• Prepare payments through checks or ACH and monitor payment cycles to avoid late fees.
• Assist in negotiating payment terms with vendors when necessary to optimize cash flow.
• Assist in maintaining records of business expenses and preparing reports for management review.
• Gross Receipts Tax Processing: Assist in the preparation and filing of gross receipts tax reports, ensuring compliance with local and state tax regulations.
• Maintain accurate records of gross receipts and other relevant tax documentation.
• Work with external tax advisors or accountants during tax season or when necessary for audits.
• General Business Support: Provide administrative support to senior management, including calendar management, meeting scheduling, and preparing presentations or reports.
• Answer phone calls, handle inquiries, and direct to appropriate staff as needed.
• Oversee day-to-day office tasks, including ordering office supplies, managing equipment, and coordinating office activities.
• Assist in the development and implementation of office procedures to enhance operational efficiency.
• Assist with general office tasks such as filing, document organization, and data entry.
• Maintain organized filing systems and ensure the confidentiality of sensitive business information.
• Additional Responsibilities: Collaborate with various departments to ensure smooth communication and participate in process improvements; help implement new tools or software as needed; perform any other duties as assigned by the supervisor or management.
• Education: High school diploma required; Associate’s or Bachelor’s degree in Business, Accounting, Finance, or a related field highly preferred.
• Experience: At least 2-3 years of experience in administrative support, accounts receivable, and accounts payable; experience with accounting software is preferred.
• Communication Skills: Strong written and verbal communication skills, with the ability to interact professionally with clients, vendors, and internal team members.
• Attention to Detail: Ability to manage financial records with accuracy and consistency.
• Organizational Skills: Exceptional organizational skills with the ability to prioritize tasks and manage multiple responsibilities.
• Problem-Solving: Ability to identify issues, analyze information, and develop effective solutions.
• Team Player: Strong collaborative skills with a focus on teamwork and business success.

Working Conditions

Work Schedule: Monday to Friday, 7:30 AM - 4:00 PM

Location: 4514 Broadway Blvd SE, Albuquerque, NM, 87105

Job Details

• Seniority level: Entry level
• Employment type: Full-time
• Job function: Administrative
• Industries: Highway, Street, and Bridge Construction