Collections - Administrative Assistant

Job Description

Job Description

Benefits:

• Bonus based on performance
• Paid time off
• Training & development

Administrative Assistant Position Summary

We are seeking a highly organized, detail-oriented, and dependable Administrative Assistant to join our team. This position serves as the operational backbone of our collections office by ensuring administrative processes, payment processing, client reporting, and account maintenance are completed accurately and efficiently. The ideal candidate is self-motivated, focused, able to multitask in a fast-paced environment, and capable of maintaining confidentiality while handling sensitive financial and consumer information.

Key Responsibilities

• Process consumer payments accurately and efficiently.
• Operate the office verification line by completing payment verifications and ensuring all required documentation is received before payments are processed.
• Update account information and account statuses following payment processing.
• Assign, transfer, and maintain employee account assignments as directed.
• Handle all administrative email correspondence with consumers, clients, and internal staff in a professional and timely manner.
• Submit required client reports, including remittance reports and post-dated check (PDC) reports, within established deadlines.
• Manage all chargeback disputes from start to finish, including gathering documentation, preparing responses, and maintaining accurate records.
• Monitor employee phone calls for quality assurance, professionalism, compliance, and adherence to company policies and procedures.
• Track employee call counts and maintain performance records.
• Monitor office voicemail and route messages to the appropriate employee.
• Schedule interviews with prospective employees and assist with the hiring process.
• Review ADP daily for missed punches, timekeeping discrepancies, attendance concerns, and PTO requests, escalating issues when appropriate.
• Maintain accurate electronic records and ensure all documentation is complete and properly organized.
• Assist the company owner with administrative projects and operational tasks as assigned.
• Identify opportunities to improve administrative processes and workflow efficiency.
• Maintain the highest level of confidentiality regarding company, client, consumer, and employee information.
• Perform additional administrative duties as assigned.

Qualifications

• Previous administrative experience required; collections, financial services, or office operations experience preferred.
• Excellent organizational skills and exceptional attention to detail.
• Strong written and verbal communication skills.
• Ability to prioritize multiple responsibilities and meet deadlines in a fast-paced environment.
• Strong critical thinking and problem-solving abilities.
• Ability to work independently with minimal supervision.
• High level of professionalism, discretion, and integrity.
• Proficiency with Microsoft Office, email communication, and general computer applications.
• Ability to quickly learn company software and internal systems.
• Experience with ADP or similar workforce management software is preferred.

What We're Looking For

The ideal candidate is dependable, organized, and thrives in a fast-paced office environment. This individual takes pride in accuracy, communicates professionally, and enjoys keeping operations running smoothly behind the scenes. Success in this role requires strong attention to detail, excellent time management, sound judgment, and the ability to handle confidential information while supporting both company operations and client needs.