Administrative Assistant

Administrative Assistant

Job Description

Position Summary
The Office Administrator & Accounts Receivable (AR) Support role provides day-to-day administrative coordination for the Marine Systems Service and Ports Service group and ensures timely, accurate AR processing. This role streamlines office operations and partners with Service Coordinators, Business Administrators, and Finance to enable complaints, on-time invoicing, and collections.

Office Administration & AR Support Main Responsibilities:
Perform a wide variety of administrative duties under limited supervision, utilizing knowledge of established practices and procedures, and following the general guidelines of the supervisor.
Serve as the first point of contact for the client service office, managing mail, incoming and outgoing deliveries, visitor logistics, and meeting coordination.
Prepare, proofread, and format correspondence, reports, presentations, and organizational charts; maintain document repositories and filing systems (both electronic/hard copy).
Maintain and procure office supplies, asset inventories, and facilities requests; liaise with vendors and building management to ensure seamless operations.
Support onboarding/offboarding (workspace setup, access requests, shared folders, distribution lists, safety orientation).
Monitor AR aging; follow up on past-due balances, short-pays, and disputes; follow the escalation process as needed.
Process credit/debit memos, write-offs per authority matrix, and adjustments; document approvals and audit trail.

Tools & Systems
ERP (e.g., SAP S/4HANA or ECC) — service order management, billing, AR aging.
Ariba Guided Buying
Microsoft 365 — Outlook, Teams, Excel, Word, SharePoint/OneDrive.
Document control and e-invoicing portals (customer/vendor-specific).

Qualifications
2–4 years of experience in office administration and/or AR.
Working knowledge of ERP billing and AR processes; SAP experience highly desired.
Excellent communication and customer service skills; high attention to detail and urgency.

Top 3 must have; non- negotiable skills required for this role:
Strong proficiency in Microsoft Excel (vlookups/pivots), Word, Outlook, and Teams.
High attention to detail and urgency.
Communication and Customer service skills.

Education: Associate degree

Experience: 2 – 4 years

Notes:
Onsite; Mon - Fri 8a - 5p

VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.