AL Service Center Admin

Handling Systems and Conveyors, Inc.; Troy (AL); On-site; USD 32,000 - 45,000; Full time

Job summary

Handling Systems and Conveyors, Inc. seeks an Administrative Assistant to support the Alabama Service Center. The role handles clerical tasks, accounts receivable, purchasing, and customer invoicing to ensure accurate financial records and smooth operations.

The successful candidate will manage vendor communications, purchase orders, and data entry while maintaining confidentiality and professional service for internal teams and external customers.

Qualifications

• High School Diploma or equivalent required.
• Associate degree in Business Administration, Accounting, or related field preferred.
• Experience in administrative, accounts receivable, purchasing, accounting, or office support role preferred.

Responsibilities

• Answers and transfers phone calls; screens when necessary.
• Greets customers, vendors, and visitors professionally.
• Maintains filing systems and records.
• Responds to administrative inquiries and questions.
• Maintains office supplies and coordinates equipment maintenance.
• Processes accounts receivable transactions.
• Monitors outstanding customer balances and assists with collections.
• Communicates with customers regarding invoices and payments.
• Creates and tracks purchase orders for office, operational, and facility needs.
• Coordinates with vendors for pricing, orders, and delivery of materials.
• Maintains purchasing records and assists inventory monitoring.
• Assists with data entry, report preparation, and recordkeeping.
• Collaborates with Accounting, Purchasing, HR, and Operations to support service center objectives.
• Assists Controller and other departments as assigned.
• Performs other related duties as assigned.

Skills

Verbal and written communication

Interpersonal and customer service

Organizational skills

MS Office Suite (Excel, Outlook, Word)

Accounts receivable processes

Purchasing procedures

Multitasking and time management

Confidentiality and independence

Problem-solving and analytical skills

QuickBooks

Invoicing and collections

Inventory management

Education

High School Diploma or equivalent

Associate degree in Business Administration, Accounting, or related field

Experience in administrative/ accounts receivable/ purchasing/ accounting roles

Tools

Microsoft Excel

Microsoft Outlook

Microsoft Word

QuickBooks

Job description

Administrative Assistant - Alabama Service Center

Job Summary

The Administrative Assistant facilitates the efficient operation of the Alabama Service Center by performing a variety of clerical, administrative, accounts receivable, and purchasing functions. This position plays a key role in supporting daily business operations by ensuring accurate financial records, timely customer invoicing and collections, efficient purchasing processes, and exceptional internal and external customer service.

Duties/Responsibilities

• Answers and transfers phone calls, screening when necessary.
• Greets customers, vendors, and visitors in a professional and courteous manner.
• Maintains filing systems and records as assigned.
• Responds to and resolves administrative inquiries and questions.
• Maintains office supplies and coordinates maintenance of office equipment.
• Processes accounts receivable transactions.
• Monitors outstanding customer balances and assists with collections efforts.
• Communicates with customers regarding invoices, account status, and payment inquiries.
• Creates and tracks purchase orders for office, operational, and facility needs.
• Coordinates with vendors to obtain pricing, place orders, and ensure timely delivery of materials and supplies.
• Maintains purchasing records and assists in monitoring inventory levels.
• Assists with data entry, report preparation, and recordkeeping.
• Works closely with Accounting, Purchasing, Human Resources, and Operations to support service center objectives.
• Assists the Controller and other departments as assigned.
• Performs other related duties as assigned.

Required Skills/Abilities

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Strong organizational skills and attention to detail.
• Proficient in Microsoft Office Suite, especially Excel, Outlook, and Word.
• Basic understanding of accounts receivable processes and purchasing procedures.
• Ability to prioritize multiple tasks and meet deadlines.
• Ability to work independently and maintain confidentiality.
• Strong problem-solving and analytical skills.
• Knowledge of QuickBooks is a HUGE plus.
• Experience with invoicing, collections, purchasing, or inventory management is preferred.

Education and Experience

• High School Diploma or equivalent required.
• Associate degree in Business Administration, Accounting, or a related field preferred.
• Experience in an administrative, accounts receivable, purchasing, accounting, or office support role preferred.
• Equivalent work experience will be considered.

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer.
• Frequent use of office equipment, including computers, telephones, printers, and copiers.
• Must be able to lift up to 15 pounds at times.

Key Success Factors

• Strong aptitude for organization and accuracy.
• Ability to build positive relationships with customers and vendors.
• High degree of professionalism and dependability.
• Commitment to supporting efficient service center operations and maintaining accurate financial and purchasing records.

Reports To: Alabama Service Center Manager

FLSA Status: Non-Exempt