Overview
Executive Admin Assistant Jobs in Jacksonville, FL at NEW WORLD AUTO, LLC.
Office Administrator
Location: Vacaville
Employment Type: Temp to Hire
Salary Range: $27-30/hour
Position Overview
We are seeking a detail-oriented and organized Office Administrator to join our team. This role combines administrative support with financial responsibilities, including invoicing, collections, and comprehensive record keeping. The ideal candidate will be a self-starter who thrives in a fast-paced environment and can manage multiple priorities effectively.
Key Responsibilities
Administrative Support
Provide general office administration and support to management and staff
Answer phones, respond to emails, and handle correspondence
Maintain office supplies and equipment
Assist with filing, data entry, and document preparation
Invoicing and Billing
Prepare and process customer invoices accurately and timely
Review contracts and purchase orders to ensure proper billing
Track billing schedules and ensure compliance with payment terms
Coordinate with sales and project teams to gather billing information
Resolve billing discrepancies and customer inquiries
Collections and Accounts Receivable
Monitor outstanding invoices and aging reports
Contact customers regarding overdue accounts via phone and email
Negotiate payment plans and settlements when appropriate
Document collection activities and maintain detailed records
Escalate complex collection issues to management
Process customer payments and apply to appropriate accounts
Record Keeping and Documentation
Maintain accurate customer files and account records
Update and organize electronic and physical filing systems
Prepare monthly reports on invoicing and collections activities
Required Qualifications
High school diploma or equivalent; Associate’s degree preferred
2+ years of experience in office administration or similar role
Experience with invoicing, billing, or accounts receivable preferred
Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
Experience with accounting software (QuickBooks, Sage, or similar)
Strong attention to detail and accuracy
Professional phone manner and customer service skills
Strong organizational and time management skills
Preferred Qualifications
Experience in collections or credit management
Knowledge of basic accounting principles
Familiarity with CRM systems
Skills and Competencies
Multi-tasking and prioritization abilities
Problem-solving and analytical thinking
Professional demeanor and appearance
Ability to work independently with minimal supervision
Flexibility to adapt to changing priorities
Strong interpersonal skills for working with customers and colleagues
Basic mathematical skills for financial calculations
What We Offer
Competitive salary commensurate with experience
Comprehensive health, dental, and vision insurance
Retirement plan with company matching
Paid time off and holidays
Professional development opportunities
Friendly and collaborative work environment
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Title: Executive Admin Assistant
Company: NEW WORLD AUTO, LLC.
Location: Jacksonville, FL
