Job DescriptionJob Description
Job Summary
The Administrative Assistant II provides office administration and Accounts Receivable (AR) support for the Marine Systems and Ports Service team. This role ensures smooth daily operations while supporting billing, invoicing, and collections processes in a fast-paced service environment.
Top Required Skills (Non-Negotiable)
- Advanced Microsoft Excel skills (VLOOKUPs, Pivot Tables)
- Strong attention to detail and sense of urgency
- Excellent communication and customer service skills
Key Responsibilities
Office Administration
- Serve as the primary point of contact for the Charleston office
- Manage incoming/outgoing mail, deliveries, and visitor coordination
- Prepare and format reports, presentations, and correspondence
- Maintain document control systems (electronic and hard copy)
- Coordinate meetings, calendars, and office logistics
- Manage office supplies, inventory, and facility requests
- Support onboarding/offboarding (workspace setup, access, systems)
Accounts Receivable (AR) Support
- Monitor AR aging and follow up on past-due invoices
- Assist with collections, disputes, and short-pay resolutions
- Process credit/debit memos, adjustments, and write-offs
- Maintain proper documentation and audit trails
- Partner with finance and service teams to ensure accurate billing and timely invoicing
Required Qualifications
Education:
- Associate Degree required
Experience:
- 2-4 years of experience in office administration and/or AR
- Experience with ERP systems (SAP preferred)
Technical Skills:
- Proficiency in Microsoft Office (Excel, Word, Outlook, Teams)
- Familiarity with ERP systems (SAP S/4HANA or ECC preferred)
- Experience with tools like Ariba and document management systems is a plus
Key Competencies
- Strong organizational and multitasking abilities
- High attention to detail and accuracy
- Ability to work independently with minimal supervision
- Strong interpersonal and communication skills
- Ability to manage deadlines in a fast-paced environment
Work Environment
- Onsite office setting
- Collaborative work with operations, finance, and service teams
- Fast-paced environment requiring strong prioritization