Administrative Assistant

Administrative Assistant

The Administrative Assistant will play a key role in supporting office operations at a fast-paced elevator inspection company. This position requires strong organizational skills, attention to detail, and the ability to manage multiple administrative tasks efficiently. The ideal candidate will be proactive, customer-focused, and comfortable handling financial transactions and scheduling responsibilities.

Key Responsibilities

• Collections Management
  • Monitor and follow up on outstanding accounts receivable.
  • Contact clients via phone and email to resolve overdue payments.
  • Maintain accurate records of collection activities and payment arrangements.
• Administrative Duties
  • Answer and route incoming phone calls professionally.
  • Managing office email account
  • Assist with general office tasks, including filing, data entry, and document preparation.
• Financial Processing
  • Post ACH payments and reconcile transactions accurately.
  • Support the finance team with payment verification and reporting.
• Scheduling Support
  • Provide backfill support for the scheduler as needed.
  • Coordinate appointments and ensure timely communication with clients and staff.
• Sales Administration
  • Assist the sales team with administrative tasks, including contract review & follow up on new accounts
  • Maintain updated records/contracts in all systems.
• Performs other related duties as assigned.

Qualifications

• High school diploma or equivalent; associate degree preferred.
• 2+ years of administrative experience
• Strong communication and interpersonal skills.
• Proficiency in Microsoft Office Suite and familiarity with ACH processing systems.
• Ability to prioritize tasks and work independently in a fast-paced environment.

Skills & Competencies

• Detail-oriented with strong organizational skills.
• Customer service mindset with problem-solving abilities.
• Ability to handle sensitive financial information with confidentiality.

EEO/AA Employer/Veteran/Disabled Statement:

VDA provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law.

VDA is the global leader in vertical transportation consulting and inspection services. We've helped clients with their vertical transportation needs since 1980. Our expertise and services impact the design, reliability, lifespan and safety of vertical transportation equipment.