Accounts Receivable/Administrative Assistant

*Position Summary:*

We are seeking a detail-oriented and proactive *Accounts Receivable & Administrative Assistant* to support our finance and operations teams. This role is responsible for processing invoices, managing vendor and client records, entering and tracking quotes in SAGE, and assisting with day-to-day administrative functions across departments. The ideal candidate will be organized, adaptable, and capable of managing multiple responsibilities in a fast-paced environment.

*Key Responsibilities: *

Accounts Receivable Functions

* Enter approved quotes and proposals into the accounting system.
* Create and register quote numbers and Job IDs in the accounting system.
* Submit invoices to federal and private clients.
* Follow up on outstanding invoices and credit applications with vendors and clients.
* Prepare invoicing reports and GSA schedule updates as required.
* Invoice Task Orders and support quote tracker updates.

Administrative/Office Support

* Provide Job IDs to relevant departments (PM, HR, Supervisors).
* Scan, file, and organize vendor invoices and other key documents.
* Respond to emails and attend incoming calls.
* Assist in preparing certified mail and employee file labels.
* Provide general support to management and project staff as needed.
* Maintain inventory records for electronics and uniforms.

Vendor & Internal Coordination

* Enter new vendor information into the accounting system; request credit lines and supporting documents.
* Update vendor files, including insurance certificates (COIs).
* Provide backup documentation for Purchase Orders.
* Assist with payroll stub distribution and document management for claims/releases.

*Qualifications:*

* High school diploma or equivalent; associate degree in accounting or business preferred.
* *Advanced proficiency in English is required, as the role involves frequent verbal communication.*
* 1+ years of experience in administrative or accounts receivable support roles.
* Experience using SAGE50 is required.
* Proficient in Microsoft Office (Excel, Outlook, Word).
* Strong organizational and communication skills.
* Ability to multitask, prioritize, and meet deadlines in a fast-paced environment.
* Demonstrated ability to manage stress and maintain professionalism under pressure.
* Comfortable working independently while supporting multiple departments.

To learn more about us, please visit our website at **

*"MASE is an employer with Equal Employment Opportunities"*

Job Type: Full-time

Pay: From $14.00 per hour

Expected hours: 40 per week

Schedule:
* 8 hour shift
* Monday to Friday
* Weekends as needed



Language:
* Advance English (Required)

Ability to Commute:
* Rio Grande, PR 00745 (Required)

Work Location: In person