Administrative & Collections Assistant

Job description

Our client is looking for a Full-Time Administrative & Collections Assistant to support their day-to-day accounts payable, accounts receivable, invoicing, collections, and administrative processes. They operate in the commercial landscaping and property services industry and have built a strong reputation for customer service, high client retention, and managing properties of varying sizes. The ideal candidate is highly organized, proactive, detail-oriented, and comfortable communicating directly with clients by both phone and email. This role requires someone who can consistently follow up on outstanding items, maintain accurate financial and administrative records, and work confidently with data. While previous exposure to accounting or bookkeeping is important, this is not an accounting position. The primary focus is administrative support related to AP, AR, invoicing, payment follow-up, and collections. Responsibilities Manage day-to-day Accounts Payable (AP) and Accounts Receivable (AR) administrative activities. Prepare, process, and track invoices and payments. Follow up on outstanding invoices and balances through phone and email communication. Support collections efforts by maintaining consistent and professional communication with clients. Track payment statuses and ensure pending items receive timely follow-up. Maintain accurate and organized financial and administrative records. Assist with payment-related documentation and data entry. Use spreadsheets and internal systems to organize, monitor, and report financial information. Communicate professionally with clients regarding invoices, payments, and outstanding balances. Coordinate internally to resolve discrepancies or obtain information required for billing and collections. Maintain consistency and attention to detail across recurring administrative Requirements Previous experience with Accounts Payable, Accounts Receivable, invoicing, collections, billing, or similar administrative financial processes. Working knowledge of basic accounting or bookkeeping concepts. Strong spoken and written English. Experience communicating directly with clients via phone and email. Strong Microsoft Excel skills and confidence working with spreadsheets and data. Excellent organizational and time-management abilities. Strong attention to detail and accuracy. Professional and consistent communication style. Ability to independently follow up on pending tasks and outstanding payments. Proactive, results-oriented approach to work. Qualifications Previous experience in an administrative, billing, collections, bookkeeping support, or AP/AR role. Comfortable working with numbers, invoices, payment records, and financial data. Strong ability to prioritize multiple follow-ups and deadlines. Professional phone presence and written communication skills. Ability to learn new platforms and internal processes quickly. Familiarity with QuickBooks Online (QBO) is highly desirable. Experience with LMN or similar business management software is a plus. A data-driven mindset with the ability to track activities, identify pending items, and follow tasks through completion. Benefits Full-Time position. 100% remote work. Opportunity to work directly with a U.S.-based company.