Office Administrator/Collections Specialist - Inland Empire

$49,920 - $62,400/Yr

Environmental Remedies - Riverside, CA

Part-time,Full-time - Entry Level

Onsite - Riverside, CA

Administrative and Support Services

About the position

The Office Administrator/Collections Specialist at Environmental Remedies Inc. is responsible for managing office operations and overseeing collections for outstanding debts. This role requires strong communication skills, attention to detail, and the ability to work efficiently in a fast-paced environment. The specialist will handle invoicing, maintain records, and provide excellent customer service while managing sensitive financial matters.

Responsibilities

• Contact individuals and businesses to collect outstanding debts
• Generate and send monthly statements for Southern California contractor accounts
• Communicate with project managers and logistics personnel to expedite invoicing and collection efforts
• Process and issue invoices and completion letters
• Negotiate payment arrangements and settlements with debtors
• Maintain accurate and up-to-date records of all collection activities; prepare collection status reports twice a month for management
• Follow company policies and procedures regarding debt collection
• Provide excellent customer service while handling sensitive financial matters
• Understand financial concepts such as debits, credits, and accounts payable
• Monitor and collect accounts receivable payments
• Ensure operation of office equipment by calling for repairs and maintaining needed equipment inventories
• Assist with incoming insurance leads; input leads into Salesforce job tracking database, assign to estimators, and assist project coordinators with Salesforce upkeep
• Assist clients, vendors, and visitors with general questions such as whom to contact, office hours, office locations and directions, and any other routine information requested
• Write/print manifests and assemble required project documentation in accordance with company procedures; assist Project Coordinators with creating and processing job files
• Research and provide relevant project-related information to project managers, customers, accounting team, and management, as needed
• Order and maintain necessary levels of office supplies
• Answer general office calls and distribute to the appropriate personnel
• Assist with monthly credit card reconciliations for Southern California offices
• Assist with all compliance upkeep and filing
• Contribute to team effort by accomplishing related tasks as needed

Requirements

• 2+ years experience as receptionist/administrative assistant in an office environment required
• 2+ years of collections experience
• Availability to work 40-45 hours/week
• QuickBooks experience preferred
• Salesforce experience preferred
• Excellent communication and interpersonal skills
• Ability to operate standard office equipment such as fax machine, copiers, scanners, phones and computer
• Demonstrated proficiency in MS Office products
• Demonstrated ability to communicate in writing and have excellent grammar, spelling, and proofreading skills
• Ability to pay close attention to detail and be highly organized and accurate
• Demonstrated ability to maintain regular attendance and punctuality
• Must possess a friendly, polite, and professional demeanor at all times
• Bilingual in Spanish is a plus, but not required
• High school graduate or GED equivalent required; advanced education preferred

Nice-to-haves

• Bilingual in Spanish

Benefits

• Health insurance
• Dental insurance
• 401(k)
• 401(k) matching