Accounts Receivable Administrator

EnviroScience, Inc.

Full time Regular

The Marine Services Administrator plays a crucial role in supporting the Marine Services operations team by managing administrative tasks, financial processes, and logistical coordination. This role ensures that all Marine Services run efficiently, with a strong focus on accurate financial management, resource allocation, and regulatory compliance.

Essential Duties & Responsibilities 

Time and Expense Entry for On-Call Divers 

• Accurately record time and expenses for on-call divers to ensure timely and precise compensation. 
• Maintain detailed logs and reports for review and audit purposes. 

Marine Services Billing and Aging Follow-Up 

• Manage the billing process for Marine Services, ensuring invoices are issued promptly. 
• Prepare billing/invoices and project administration  
• Monitor accounts receivable and follow up on aging invoices to ensure timely payment. 

Cost-Plus Billing 

• Implement and oversee cost-plus billing procedures, ensuring that all costs are accurately captured and invoiced. 

Marine Services Travel and Logistics 

• Coordinate travel arrangements for Marine Services personnel, including booking transportation, accommodations, and related logistics. 
• Ensure that all travel complies with company policies and budget constraints. 

Marine Services Project Costing 

• Provide detailed cost reports to management for project evaluation. 

Weekly Project Quote/Project List 

• Prepare and maintain a weekly project quote list, ensuring all quotes are updated and distributed to relevant stakeholders. 
• Track project progress and update the project list regularly. 
• Report billable hours for the group on a weekly basis 

Expense Entry for Full-Time Marine Services Personnel 

• Manage and record expenses for Marine Services personnel, ensuring compliance with company policies. 
• Prepare expense reports for review and approval. 

Paycom & Overtime Approvals 

• Manage Paycom entries and approve overtime for Marine Services personnel, ensuring accuracy and compliance with labor laws. 
• Collaborate with HR and payroll to resolve any discrepancies. 

Marine Services Insurance Payroll Fund Reporting 

• Prepare and submit Marine Services insurance payroll fund reports, ensuring accuracy and compliance with regulatory requirements. 

Requirements 

Minimum Qualifications: 

Education: High School Diploma 

Experience: Minimum of 3-5 years of experience in a similar administrative role, preferably within the consulting or environmental services industry. 

Preferred Qualifications: 

Experience: 

• Over 5 years of experience in administration or a related field. 
• Experience with Paycom or similar HR management systems. Proficiency in MS Office Suite, especially Excel. 
• Experience with financial management software and accounting systems. 
• Strong analytical skills with a focus on financial data. 

Desired Skills: 

• High level of accuracy in managing financial records and documentation. 
• Ability to identify and resolve issues related to billing, logistics, and project management. 
• Excellent verbal and written communication skills, with the ability to interact effectively with clients and team members. 
• Ability to manage multiple tasks and adapt to changing priorities in a fast-paced environment. 
• Strong focus on client satisfaction and relationship management. 
• Strong organizational and time management skills. 

Additional: 

Department & Division: 

Exempt Status*: Non-exempt 

Reports to**: Marine Services Director 

Works with Inside Company: Marine Services Staff, other Admins 

Works with Outside Company: Marine Services and Cost-Plus clients for billing 

Working Conditions: Primarily an office setting  

Supervisor Responsibilities: none 

Physical Requirements: Ability to sit for extended periods. 

Travel Requirements: Minimal travel  

*This position is classified as Exempt based on the job duties. 

**The company reserves the right to make changes to the reporting structure for this position due to business needs. 

We are an Equal Employment/Affirmative Action employer. We do not discriminate in hiring on the basis of sex, gender identity, sexual orientatio