Administrative Assistant

Colony Tire Corporation; United States; On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Medical

Dental

Vision

401k company match

Employee Stock Ownership Plan

ESOP paid holidays

vacation time

company paid life insurance

short term disability

Job summary

Colony Tire Corporation in Newport News, VA is seeking an Administrative Specialist to manage day-to-day accounts receivable and office tasks. The role supports billing, deposits, reconciliations, and customer inquiries, requiring accuracy and discretion.

The successful candidate will have AR or bookkeeping experience, proficiency with MS Office, and strong communication and organizational skills to maintain efficient office operations in a fast-paced environment.

Qualifications

• Prior accounts receivable, bookkeeping, or admin support experience.
• Experience processing customer payments, bank deposits, and reconciliations.
• Proficiency with Microsoft Office, including Excel, Word and Outlook.
• Strong organizational, analytical, and problem-solving skills.

Responsibilities

• Process payments and apply to customer accounts accurately.
• Prepare daily bank deposits and reconcile activity.
• Support customers with billing, balances, and discrepancies.
• Prepare reports on payment activity and AR aging.
• Collaborate with Sales and other departments while maintaining confidentiality.
• Maintain accurate customer files and records.
• Perform general office administration tasks.

Skills

Accounts receivable

Microsoft Excel

Communication skills

Organizational skills

Problem solving

Attention to detail

Education

High school diploma or equivalency

Associates degree in Accounting or related field

Tools

Microsoft Office

ERP software

Job description

Job Title

Administrative Specialist

Colony Tire is currently seeking a full time Administrative Specialist to join our team in Newport News VA

Full benefit package offered including

• Medical
• Dental
• Vision
• 401k company match
• Employee Stock Ownership Plan
• ESOP paid holidays
• vacation time
• company paid life insurance
• short term disability

Summary

The Administrative Specialist is responsible for the day to day accounts receivable and administrative functions of the location The ideal candidate demonstrates exceptional attention to detail professionalism integrity and the ability to manage multiple priorities in a fast paced environment

Qualifications

To perform this job successfully an individual must be able to perform each essential duty satisfactorily The requirements listed below are representative of the competencies andor ability required Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions

Essential Tasks and Responsibilities

• Payment Processing & Cash Application
  Receive and process customer payments by cash check and credit card
  Accurately apply payments to customer accounts
  Monitor and resolve unapplied or misapplied payments
  Research and correct payment discrepancies in a timely manner
• Daily Deposits & Reconciliation
  Prepare daily bank deposits
  Reconcile daily payment activity with company systems and warehouse records
  Investigate and resolve reconciliation discrepancies
  Maintain accurate records supporting all financial transactions
• Customer Account Support
  Assist customers with billing payment account balance and account discrepancy questions
  Work collaboratively with internal departments to resolve account issues promptly and professionally
  Provide exceptional customer service while maintaining professionalism and confidentiality
• Internal Reporting
  Prepare reports related to payment activity outstanding balances deposits and accounts receivable
  Maintain documentation supporting audits internal controls and compliance requirements
  Assist with month end reporting and other accounting projects as assigned
• Sales Support
  Partner with the Sales Team by providing account status updates payment history and customer balances
  Assist with customer account questions and credit related matters
  Maintain confidentiality of customer financial information
• Recordkeeping & Compliance
  Maintain accurate customer account files and transaction records
  Follow company policies regarding payment handling cash controls and month end reconciliation
  Maintain records in accordance with company policies and applicable accounting standards
  Protect confidential financial and customer information
• General Administrative Responsibilities
  Provide excellent customer service to internal and external customers
  Answer incoming telephone calls and direct inquiries appropriately
  Assist with reports billing collections filing data entry and general office administration
  Maintain an organized and professional office environment
  Perform other duties as assigned

Knowledge, Skills and Abilities

Previous experience in accounts receivable bookkeeping accounting or administrative support preferredExperience processing customer payments bank deposits reconciliations billing collections and customer account managementProficiency with Microsoft Office including Excel Word and OutlookExperience with accounting or ERP software preferredStrong organizational analytical and problem solving skillsExcellent verbal and written communication skillsStrong mathematical aptitude and attention to detailAbility to prioritize multiple tasks while maintaining a high degree of accuracyAbility to work independently and collaboratively within a team

Work Styles

This position requires exceptional attention to detail strong organizational skills accuracy integrity dependability and the ability to recognize discrepancies before they become larger issues The ideal candidate is highly organized self motivated customer focused and capable of working independently while managing multiple priorities in a fast paced environment The successful candidate demonstrates sound judgment professionalism discretion when handling confidential financial information and a commitment to delivering outstanding customer service

Work Environment

Frequent use of computers telephones calculators printers copiers and other standard office equipment Regular interaction with customers warehouse personnel sales representatives and staff Moderate noise level typical

Physical Requirements

Ability to remain seated for extended periods while performing computer and administrative workFrequent use of hands and fingers to operate a keyboard calculator telephone copier and other office equipmentFrequent talking and hearing to communicate effectively with customers coworkers vendors and corporate personnel in person and by telephoneClose vision required to read computer screens financial documents invoices reports and other written materialsOccasionally lift carry push or pull up to 20 pounds including files office supplies paper products and bank deposit materialsOccasional standing walking bending reaching and stooping throughout the office and warehouse administrative areas

Education and Experience

High school diploma or equivalencyMust hold a valid drivers licenseAssociates degree in Accounting Business Administration or a related field preferredPrevious administrative andor accounts receivable experience preferredProficiency in Microsoft Office Excel Word Outlook

Equal Opportunity Employer

Colony Tire Corporation Atlantic Tire Distributors is an Equal Opportunity Employer and VEVRAA federal contractor We are committed to providing equal employment opportunities to all applicants and employees without regard to race color religion sex sexual orientation gender identity national origin age disability genetic information or veteran status in accordance with applicable laws As a federal contractor Colony Tire Corporation Atlantic Tire Distributors takes affirmative action to employ and advance in employment qualified protected veterans and individuals with disabilities in accordance with the Vietnam Era Veterans Readjustment Assistance Act VEVRAA and Section 503 of the Rehabilitation Act We also prohibit harassment of any kind and are committed to maintaining a respectful and inclusive workplace View the EEO is the Law poster here httpwwwdolgovofccpregscomplianceposterspdfeeopostpdf