Administrative Assistant & Accounts Receivable Coordinator

AC&S, Incorporated is seeking a full-time Administrative Assistant & Accounts Receivable Coordinator to join our team in Nitro, West Virginia.

About Us

AC&S, Incorporated is a privately held contract chemical manufacturing and blending company. We are committed to maintaining the highest standards of quality, environmental, health, safety, security, and customer satisfaction; this starts with having a great team of employees.

Position Summary

The Administrative Assistant & Accounts Receivable Coordinator provides critical administrative support to company leadership while managing accounts receivable processes and supporting daily office operations. This individual serves as a key point of contact for two executives and human resources, helping to ensure efficient and accurate administrative and financial operations.

Essential Duties and Responsibilities

Accounts Receivable & Financial Administration

• Monitor outstanding receivables and collections activity.
• Follow up on overdue invoices and customer payment inquiries.
• Reconcile customer accounts and resolve billing discrepancies.
• Maintain accurate accounts receivable records and documentation.
• Apply customer payments and assist with account reconciliations.
• Prepare reports related to outstanding receivables and collections activity.
• Assist with credit card reconciliation, expense tracking, and financial recordkeeping.
• Maintain confidentiality and internal controls related to financial information.
• Support management with financial reporting and documentation requests.

Administrative Support

• Provide day-to-day administrative support to company leadership.
• Manage calendars, schedules, appointments, and meetings.
• Coordinate internal and external meetings and events.
• Prepare correspondence, reports, spreadsheets, presentations, and other business documents.
• Maintain electronic and paper filing systems.
• Receive and route incoming calls, mail, and general communications.
• Coordinate travel arrangements and meeting logistics.
• Track action items, deadlines, and follow-up tasks.
• Maintain office records and support general office organization.
• Coordinate with vendors and service providers as needed.
• Assist with special projects and other administrative assignments.
• Exercise discretion and maintain confidentiality regarding company operations and financial information.

Qualifications

• High school diploma or equivalent required.
• Associate or bachelor’s degree in business, accounting, finance, or related field preferred.
• 1-3 years of AR/AP experience.
• Previous administrative support or office management experience preferred.
• Strong attention to detail and accuracy.
• Excellent organization and time management skills.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office, including Outlook, Word, and Excel.
• Ability to learn accounting and business software systems.
• Professional demeanor and customer-service orientation.

Key Competencies

• Financial accuracy
• Organization and prioritization
• Professional communication
• Customer service
• Accountability
• Confidentiality and discretion
• Initiative and follow-through
• Problem-solving
• Teamwork

Compensation and Benefits

· Non-exempt hourly position with compensation ranging from $23-27/hr. AC&S offers a competitive benefits package.

Physical Demands and Work Environment

Work is performed onsite, in a professional office environment with regular computer and phone use. Occasional standing, walking, and lifting of up to 25 pounds may be required.

Equal Opportunity Employer, including disability and protected veteran status.

Benefits

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid sick time
• Paid time off
• Vision insurance