Accounts Receivable Administrator

The Marine Services Administrator plays a crucial role in supporting the Marine Services operations team by managing administrative tasks, financial processes, and logistical coordination. This role ensures that all Marine Services run efficiently, with a strong focus on accurate financial management, resource allocation, and regulatory compliance. Time and Expense Entry for On-Call Divers Accurately record time and expenses for on-call divers to ensure timely and precise compensation. Maintain detailed logs and reports for review and audit purposes. Marine Services Billing and Aging Follow-Up Manage the billing process for Marine Services, ensuring invoices are issued promptly. Prepare billing/invoices and project administration Monitor accounts receivable and follow up on aging invoices to ensure timely payment. Implement and oversee cost-plus billing procedures, ensuring that all costs are accurately captured and invoiced. Marine Services Travel and Logistics Coordinate travel arrangements for Marine Services personnel, including booking transportation, accommodations, and related logistics. Ensure that all travel complies with company policies and budget constraints. Marine Services Project Costing Provide detailed cost reports to management for project evaluation. Weekly Project Quote/Project List Prepare and maintain a weekly project quote list, ensuring all quotes are updated and distributed to relevant stakeholders. Track project progress and update the project list regularly. Report billable hours for the group on a weekly basis Expense Entry for Full-Time Marine Services Personnel Manage and record expenses for Marine Services personnel, ensuring compliance with company policies. Prepare expense reports for review and approval. Paycom & Overtime Approvals Manage Paycom entries and approve overtime for Marine Services personnel, ensuring accuracy and compliance with labor laws. Collaborate with HR and payroll to resolve any discrepancies. Marine Services Insurance Payroll Fund Reporting Prepare and submit Marine Services insurance payroll fund reports, ensuring accuracy and compliance with regulatory requirements. Requirements Minimum Qualifications: Education: High School Diploma Experience: Minimum of 3-5 years of experience in a similar administrative role, preferably within the consulting or environmental services industry. Preferred Qualifications: Over 5 years of experience in administration or a related field. Experience with Paycom or similar HR management systems. Proficiency in MS Office Suite, especially Excel. Experience with financial management software and accounting systems. Strong analytical skills with a focus on financial data. Desired Skills: High level of accuracy in managing financial records and documentation. Ability to identify and resolve issues related to billing, logistics, and project management. Excellent verbal and written communication skills, with the ability to interact effectively with clients and team members. Ability to manage multiple tasks and adapt to changing priorities in a fast-paced environment. Strong focus on client satisfaction and relationship management. Strong organizational and time management skills. Additional Department & Division: Exempt Status*: Non-exempt Reports to**: Marine Services Director Works with Inside Company: Marine Services Staff, other Admins Works with Outside Company: Marine Services and Cost-Plus clients for billing Working Conditions: Primarily an office setting Physical Requirements: Ability to sit for extended periods. Travel Requirements: Minimal travel

• This position is classified as Exempt based on the job duties.
• *The company reserves the right to make changes to the reporting structure for this position due to business needs.