Colonial Oil Industries, Inc. (COI) is one of the largest independent oil companies in the Southeast and has been serving the region since 1921. With strategic ocean terminals in Savannah, GA, Charleston, SC, and Jacksonville, FL, along with numerous terminals along the Colonial and Plantation Pipeline, COI has an extensive network to supply gasoline and diesel fuel to the Southeast.
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The Accounts Payable/Accounts Receivable Administrative Assistant will report to the Office Manager, and will be responsible in assisting with the management of Colonial Oil’s Finance and Accounting Department located in Savannah, Georgia. The AP/AR Administrative Assistant is responsible for providing strong accounting skills. This position requires a well-organized, detail oriented person who is capable of multi-tasking in a fast-paced environment. Candidates must be flexible and dependable, detail oriented, highly organized with excellent communication skills.
JOB EXPECTATIONS/DUTIES
Account Payables
- Perform accounts payable functions, to include processing vendor invoices and preparing payments for signature as well as scanning and saving all invoices
- Monitor @invoices.com email and process all AP invoices (vouchers and approvals)
- Responds to vendor invoices by following processes and procedures
- Ensures that all payments are sent in a timely fashion
- Processes vendor credit applications
- Obtains proper information and/or data regarding invoice payments
Account Receivables
- Perform accounts receivable functions, to include preparation and submission of customer invoices
- Resolves payment discrepancies and disputes on behalf of the company
- Collect on past due accounts
- Request new account set up and direct trader to obtain W9 from counterparty and provide to you and the contact in Savannah
- Follow up to ensure new set up by Credit Department, in AS400 and in Salarc
- Oversees bank deposit reconciliations in a timely fashion
- Clarifies any questionable invoice items, prices, or receiving signatures
- Responsible for updating and maintaining records of expenditures (AP/AR)
- Ensures that all payments are made in accordance with company policy (AP/AR)
- Enter into RCM (Rail Car Management System)
Administrative Duties
- General administrative duties to include, but not limited to, daily office open/close, answer phones, greet and escort visitors, order, receive and distribute office supplies, order, receive and setup onsite lunches, setup and coordinate onsite and offsite meetings and events, distribute daily mail, assist with hotel/travel arrangements and processing expenses for the team
- Phone coverage 8:00 am-5:00 pm
- Provides excellent internal and external customer service and phone etiquette
- High sense of urgency
- Strong verbal, written and business communication skills
- Maintain medical supplies
- Prepare and maintain office employee directory to include key contacts in Savannah
- Maintain petty cash
- Print/scan daily market reports
- Maintain MSDS reports
- Order coffee and other kitchen supplies
- Periodically update Friday breakfast calendar
- Keep track of publications and subscriptions
- Periodic filing when needed such as vessel files
- Perform monthly true ups
QUALIFICATIONS
- High School Diploma, Associates or Bachelor’s Degree preferred
- As-400 experience
- 3-4 years data entry experience
- Must have effective problem-solving skills
- Can work with others in a team environment or independently
PHYSICAL REQUIREMENTS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.
While performing the duties of this job, the employee may be required to sit, stand, walk, and may occasionally lift and/or move up to 20 pounds. Travel will be minimum.
Eligibility Requirements:
Hiring is contingent upon eligibility to work in the U.S.
Eligibility Requirements
Hiring is contingent upon eligibility to work in the United States.
Colonial Group, Inc. is committed to creating an environment that values and supports diversity and inclusiveness across our organizations. We encourage applications from qualified individuals who will help us achieve this mission. Colonial Group, Inc. prohibits discrimination of and will receive consideration for employment without regard to race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, veteran status,marital status, or any other legally protected status.