Office Admin/Accounts Receivable

We are a small manufacturing company, in business for 30 years located in North San Jose that specializes in precision parts and components for a variety of industries.

Replies with no resume will be rejected.

Responsibilities

Create Invoices – Accurately generate and send invoices in a timely manner.

Manage Collections – Track past due invoices and follow up with clients via email and phone until payment is received. If collection efforts are unsuccessful after multiple attempts, escalate to the Owner/Product Manager.

Outstanding Balance Reports – Prepare and submit a detailed report of all outstanding balances to the Owner every two weeks.

Process Payments (Checks) – Receive, record, and properly track all check payments.

Track Wire Transfers – Monitor and update records for incoming wire transfers to ensure clients who have paid are not contacted for collections.

Monitor Emails – Regularly check and manage multiple company email accounts, including general, purchase order, and invoicing inboxes.

Create Packing Slips – Prepare accurate packing slips for outgoing shipments.

Open and Track Purchase Orders – Enter and manage new purchase orders within the system.

Send Quotes – Prepare and send accurate quotes to clients as requested.

Prepare Certificates of Conformance (CoCs) – Generate and issue CoCs for applicable shipments.

Employee Training & Company Manual – Oversee training programs and maintain the company manual to ensure policies are up to date and compliant.