AR/Admin Services Coordinator

AR/Admin Services Coordinator

The Administrative Services Coordinator is responsible for greeting customers and visitors, assisting with daily administrative functions, supporting the sales and operations departments, and processing basic accounts receivable transactions. This role is key to maintaining smooth office operations, providing excellent customer service, and ensuring accurate processing of accounting-related tasks. Full training in accounts receivable responsibilities will be provided.

Essential Duties and Responsibilities

Customer Service and Reception

• Answer incoming calls professionally and courteously, direct calls to appropriate personnel.
• Greet all walk-in customers and visitors in a friendly, helpful, and professional manner.
• Assist customers with placing product orders or routing inquiries to the appropriate department.

Administrative Support

• Provide administrative support to the sales and operations departments as needed.
• Respond flexibly to requests for information and tasks from management.
• Support coordination and communication with internal staff and departments.
• Assist with scheduling the company's conference room; ensure cleanliness and readiness for use.
• Order and maintain office supplies and promotional products (PPG) inventory.
• Support the Administrative Manager with assigned projects and clerical duties.

Accounting Support – Accounts Receivable

• Process and post customer payments into the system daily.
• Reconcile route tickets and sales activity from the prior day; complete daily close-out by 12:00 PM.
• Generate and distribute daily sales reports as needed.
• Maintain and update route, driver, and sales personnel information.
• Ensure customer records are accurate and current, including verifying sales tax numbers.
• Process tax exemption notices and communicate relevant information to drivers/sales staff.

Training and Compliance

• Assign and track employee training modules monthly.
• Maintain training records and communicate any gaps to department heads.

Knowledge, Skills, and Abilities

• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Strong communication skills – both written and verbal.
• Excellent organizational skills and attention to detail.
• Ability to multitask and remain flexible in a fast-paced environment.
• Critical thinking and problem-solving skills under pressure.
• Demonstrated ability to build positive working relationships with both internal staff and external customers.
• Ability to handle confidential information with integrity and discretion.

Physical Requirements and Working Conditions

• Regular use of standard office equipment such as computers, phones, copiers, fax machines, and tablets.
• Ability to sit, stand, and walk for extended periods.
• Occasional lifting of up to 25 lbs.
• Standard office hours with occasional flexibility based on department needs.
• Must have a valid driver's license.

Additional Information

This job description is intended to describe the general nature and level of work being performed. It is not an exhaustive list of all responsibilities, duties, and skills required. Management reserves the right to assign or reassign other related duties and responsibilities as needed to meet organizational needs.

Equal Employment Opportunity Statement

Mitchell Companies is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all employees and applicants without regard to race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, disability, genetic information, veteran status, or any other status protected by applicable law.

Employment offers are conditional and subject to the satisfactory completion of a background check and drug screening. Failure to meet the company's established criteria may result in withdrawal of the employment offer.