Accounts Receivable Admin

FirstService Residential; Eatontown (NJ); On-site; USD 26,000 - 28,000; Full time

Benefits offered by this job

Medical plans

Dental and vision

401k with company match

Paid holidays

Job summary

FirstService Residential in Eatontown, NJ is seeking an AR Administrative Assistant to provide essential support to the Accounts Receivable team. The role focuses on processing documents, payments, data entry, and maintaining accurate account records.

You will handle mail, review closing statements, coordinate with title agencies and attorneys, manage SharePoint tickets, and ensure compliance with procedures. Strong attention to detail and Excel/Outlook skills are required.

Qualifications

• High School Degree or equivalent.

Responsibilities

• Provide administrative support to Accounts Receivable, including records management, payment processing, and data entry.

Skills

Attention to detail

Customer service

Data entry

Critical thinking

Communication skills

MS Office (Outlook, Windows)

Education

High School Degree or equivalent

Tools

Microsoft Office

Outlook

Windows

Job description

Job Responsibilities

An AR Administrative Assistant is responsible for providing administrative support to the Accounts Receivable department by ensuring accurate processing of documentation, payment handling, account maintenance, and workflow management. This role focuses on supporting daily AR operations through records management, mail distribution, payment processing, internal ticket administration, data entry, and customer account updates while maintaining accuracy and compliance with company procedures.

• Scan, organize, and electronically file supporting documentation for applications, account closings, and miscellaneous customer payments, ensuring records are accurately maintained and readily accessible.
• Receive, sort, and distribute incoming mail to the appropriate team members in a timely manner.
• Review, log, and distribute closing statements to the Accounts Receivable team, ensuring timely processing of ownership transfers, accurate account updates, and compliance with established service level requirements
• Review closing packages to identify missing, incomplete, or inaccurate documentation.
• Track outstanding paperwork and maintain records of follow-up activities.
• Contact title agencies, attorneys, and other business partners to obtain missing closing documentation.
• Prepare and forward resident payment checks to ClickPay for processing, ensuring accuracy and compliance with established procedures.
• Deposit resident payments and ensure all checks are submitted promptly to support accurate account maintenance.
• Manage Sharepoint tickets within the various queues, including processing internal transfers, researching requests, and routing tickets to the appropriate teams as needed.

Description

Job Responsibilities

An AR Administrative Assistant is responsible for providing administrative support to the Accounts Receivable department by ensuring accurate processing of documentation, payment handling, account maintenance, and workflow management. This role focuses on supporting daily AR operations through records management, mail distribution, payment processing, internal ticket administration, data entry, and customer account updates while maintaining accuracy and compliance with company procedures.

Essential Duties

• Scan, organize, and electronically file supporting documentation for applications, account closings, and miscellaneous customer payments, ensuring records are accurately maintained and readily accessible.
• Receive, sort, and distribute incoming mail to the appropriate team members in a timely manner.
• Review, log, and distribute closing statements to the Accounts Receivable team, ensuring timely processing of ownership transfers, accurate account updates, and compliance with established service level requirements
• Review closing packages to identify missing, incomplete, or inaccurate documentation.
• Track outstanding paperwork and maintain records of follow-up activities.
• Contact title agencies, attorneys, and other business partners to obtain missing closing documentation.
• Prepare and forward resident payment checks to ClickPay for processing, ensuring accuracy and compliance with established procedures.
• Deposit resident payments and ensure all checks are submitted promptly to support accurate account maintenance.
• Manage Sharepoint tickets within the various queues, including processing internal transfers, researching requests, and routing tickets to the appropriate teams as needed.

Skills & Qualifications

• High School Degree or equivalent
• Experience in accounts receivable related bookkeeping
• High level of attention to detail
• Possess and demonstrate strong customer service skills and interpersonal skills, including clear written and oral communications while maintaining a professional demeanor
• Critical thinking, problem solving, judgement and decision-making abilities are necessary.
• Proficiency in computer programs like Microsoft Office, Outlook and Windows required.
• Ability to work with sensitive and/or confidential information.

Physical Requirements / Working Environment

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Position involves sitting, standing, stooping, kneeling, pushing, shoving, lifting, carrying and moving objects that can weigh up to 25 lbs or more following appropriate safety procedures. This movement can occur throughout the day. Must also be able to climb several flights of stairs if necessary.
• Must be able to drive - Some local travel by personal vehicle is required
• Must be able to sit and stand for extended periods of time.
• Must be able to communicate both on the phone and in person with our clients in order to resolve issues and manage the business.
• Must have finger dexterity for typing/using a keyboard.
• Must be mobile enough to move around both the office in order to make copies, send mail and faxes and to walk around the property. This could include lengthy walks on uneven areas.
• Talking and hearing occur continuously in the process of communicating with guests, supervisors, and other associates.
• Capable of working extended hours, to include evenings, weekends and holidays as necessary.
• This position may alternate between working indoors in a controlled climate and with proper lighting, to an outdoors setting with variable climate and lighting.
• Must be able to interact with all types of individuals, be mentally alert, detail oriented, and with good reasoning skills.
• Must be able to work on more than one assignment at a time with frequent interruptions, changes and delays. Must be able to remain focused and work effectively, efficiently, and cheerfully under such circumstances. For safety reasons, employee must remain alert to working conditions and aware of safety, health, and environmental concerns.
• Must be able to work effectively and cheerfully in an environment which may be stressful due to adversarial situations resulting from the proper performance of duties

The work environment characteristics are normal office conditions for the role. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Hours over and above normal office hours will occur, including evenings, holidays, and some weekends. Schedule is subject to change based on business needs.

What We Offer

As a full-time exempt associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, vision, and others. In addition, you will be eligible for time off benefits, paid holidays and a 401k with company match. Occasional travel may be required to attend training and other company functions.

Compensation: $19.00 - $20.00 per hour

Automated Employment Decision Tool (AEDT) Usage

We may utilize an Automated Employment Decision Tool (AEDT) in connection with the assessment or evaluation of candidates. The AEDT is designed to assist in objectively evaluating candidate qualifications based on specific job-related characteristics.

Job Qualifications and Characteristics Assessed

The AEDT evaluates candidates based on job qualifications and characteristics pertinent to the role, including skills, experience, and competencies relevant to the position requirements. These qualifications are determined by the unique needs of each role within our company.

Alternative Selection Process or Reasonable Accommodations

Candidates who require an alternative selection process or a “reasonable accommodation,” as defined under applicable disability laws, may make a request through our designated contact channel [e-mail].

Requesting Information About the AEDT - NYC Local Law 144

Candidates who reside in New York City and are subject to NYC Local Law 144 may request information about the AEDT, including details on the type of data collected, the sources of such data, and our data retention policies. To submit a request, please contact us at [e-mail]; we will respond in accordance with Local Law 144, within 30 days.