Administrative Assistant 2

Job Title: Administrative Assistant 2

Duration : 3 Months Contract (Strong potential for extension)

Work Location : 669 Marina Drive Suite A-1, Charleston, SC 29492



Position Summary
The Office Administrator & Accounts Receivable (AR) Support role provides day-to-day administrative coordination for the Marine Systems Service and Ports Service group and ensures timely, accurate AR processing. This role streamlines office operations and partners with Service Coordinators, Business Administrators, and Finance to enable complaints, on-time invoicing, and collections.



Office Administration & AR Support Main Responsibilities:
Perform a wide variety of administrative duties under limited supervision, utilizing knowledge of established practices and procedures, and following the general guidelines of the supervisor.
Serve as the first point of contact for the Charleston Service office, managing mail, visitor logistics, and meeting coordination.
Prepare, proofread, and format correspondence, reports, presentations, and organizational charts; maintain document repositories and filing systems (both electronic/hard copy).
Maintain office supplies, asset inventories, and facilities requests; liaise with vendors and building management to ensure seamless operations.
Support onboarding/offboarding (workspace setup, access requests, shared folders, distribution lists, safety orientation).
Monitor AR aging; follow up on past-due balances, short-pays, and disputes; follow the escalation process as needed.
Process credit/debit memos, write-offs per authority matrix, and adjustments; document approvals and audit trail.



Tools & Systems
ERP (e.g., SAP S/4HANA or ECC) - service order management, billing, AR aging.
Ariba Guided Buying
Microsoft 365 - Outlook, Teams, Excel, Word, SharePoint/OneDrive.
Document control and e-invoicing portals (customer/vendor-specific).



Qualifications
2-4 years of experience in office administration and/or AR.
Working knowledge of ERP billing and AR processes; SAP experience highly desired.
Strong proficiency in Microsoft Excel (VLOOKUP's/pivots), Word, Outlook, and Teams.
Excellent communication and customer service skills; high attention to detail and urgency.