Administrative Assistant

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, 401(k) + company match, Employee Stock Ownership Plan (ESOP), paid holidays, vacation time, company paid life insurance, and short-term disability.

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.

Essential tasks and responsibilities include, but are not limited to:

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 preferred.
• Experience processing customer payments, bank deposits, reconciliations, billing, collections, and customer account management.
• Proficiency with Microsoft Office, including Excel, Word, and Outlook.
• Experience with accounting or ERP software preferred.
• Strong organizational, analytical, and problem-solving skills.
• Excellent verbal and written communication skills.
• Strong mathematical aptitude and attention to detail.
• Ability to prioritize multiple tasks while maintaining a high degree of accuracy.
• Ability 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 work.
• Frequent use of hands and fingers to operate a keyboard, calculator, telephone, copier, and other office equipment.
• Frequent talking and hearing to communicate effectively with customers, coworkers, vendors, and corporate personnel in person and by telephone.
• Close vision required to read computer screens, financial documents, invoices, reports, and other written materials.
• Occasionally lift, carry, push, or pull up to 20 pounds, including files, office supplies, paper products, and bank deposit materials.
• Occasional standing, walking, bending, reaching, and stooping throughout the office and warehouse administrative areas.

Education and experience:

• High school diploma or equivalency
• Must hold a valid driver's license
• Associate's degree in Accounting, Business Administration, or a related field preferred.
• Previous administrative and/or accounts receivable experience preferred.
• Proficiency 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.