Administrative Specialist: Finance, Invoicing & Office Ops

Lange Companies, Inc.; Pittsburgh (Allegheny County); On-site; USD 40,000 - 60,000; Full time

Job summary

Lange Fresh Sales, part of Lange Companies, Inc., seeks an Administrative Specialist to support daily office operations, accounting tasks, and vendor communications for the northeast region. The role emphasizes accuracy, organization, and managing multiple responsibilities in a fast-paced environment.

The ideal candidate has at least 1–2 years in related roles, strong MS Office skills, and the ability to handle confidential information professionally.

Qualifications

• High school diploma or equivalent required.
• 1–2 years of office/administrative experience.
• 1+ years of collections experience.
• Proficiency with Microsoft Office Suite (Outlook, Excel, Word).
• Strong organizational and time-management skills.
• Excellent written and verbal communication abilities.
• Ability to handle confidential information professionally.
• Strong attention to detail and accuracy.

Responsibilities

• Serve as the first point of contact for collections and manage accounts receivable.
• Process vouchers for payment.
• Process all invoices, post adjustments, and ensure timely and accurate invoicing.
• Post and deposit all incoming payments (ACH, wire, check).
• Perform audits to ensure files meet quality standards.
• Respond to payment status requests from vendors.
• Provide backup support for office staff and Southeast Region staff as needed.
• Oversee ordering of office and printed supplies; conduct price checks for cost efficiency.
• Supervise, coach, and assist support staff to maintain productivity and efficiency.
• Greet new employees and set up accounts and workspaces.

Skills

Time management

Organization

Communication

Attention to detail

Confidentiality

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

ERP systems

Job description

Lange Fresh Sales, part of Lange Companies, Inc., seeks an Administrative Specialist to support daily office operations, accounting tasks, and vendor communications for the northeast region. The role emphasizes accuracy, organization, and managing multiple responsibilities in a fast-paced environment.

The ideal candidate has at least 1–2 years in related roles, strong MS Office skills, and the ability to handle confidential information professionally.