Benefits:

401(k)

Competitive salary

Dental insurance

Health insurance

Paid time off

Profit sharing

Training & development

Vision insurance

Wellness resources

SYOXSA, Inc. – Administrative Assistant – Job Description

SYOXSA, Inc. Employee Expectation: A positive attitude is a requirement of all employees. In addition, all employees are required to treat colleagues, customers, suppliers and SYOXSA property with respect. Safety is paramount at SYOXSA. All employees are expected to perform job responsibilities safely and efficiently while abiding by government regulations and company policies. SYOXSA employees are expected to meet and follow the company’s Core Values: 1. Safety First, 2. Provide Service with a Passion, 3. Do it Right the First Time, 4. Be Proactive… Do Something, 5. Always improve yourself… Keep Growing, 6. Foresee Customer Needs… Bring Surprise, 7. Be Grateful Every Day.

Experience, Skills, and Education Requirements:

1. Bilingual English/Spanish preferred with nearly perfect grammar.
2. Above average use of Microsoft Office suite (especially Excel & Outlook Emails) and Adobe Acrobat, and overall advanced computer competence required.
3. Strong problem solving, critical thinking, coachability, interpersonal, organizational, and verbal/written communications skills.
4. Bachelor’s degree in human resources, business administration, or accounting preferred.

Must be very organized and able to work within an annual plan that is broken down quarterly, monthly, weekly, etc. Must have excellent communication skills (in person, on the phone, and via email). Should work to promote SYOXSA’s proactive “customer-service first” culture through professionalism, responsiveness, and total customer service.

Full-Time Equipment/Benefits Provided: • Paid time off (vacation, holidays, weekends) • Health, Dental, Vision, and Life Insurance • 401(k) • Work/life balance • Desktop (Laptop if needed) • Training • Employee Discounts • Career growth opportunities

Job Responsibilities:

1. Accounts Receivable:

Generate and issue customer invoices in a timely manner.

Monitor and track accounts receivable, ensuring timely collection.

Process customer payments via Credit Card, check, or ACH in Trendex.

Prepare and maintain accurate financial records related to accounts receivable.

Daily processing of Sales Journals, scanning delivery tickets, applying customer payments, and sending customers invoices.

2. Bulk Cost Calculations:

Calculate costs for large gas volume deliveries.

Bulk invoicing, verifying accuracy and consistency.

Apply standard rates to determine total costs.

Prepare cost summaries and reports.

3. Administrative Support:

Provide general administrative support to the team as needed.

Maintain organized and up-to-date files related to accounts receivable and other reports.

Assist in the preparation of reports and presentations.

Coordinate with other departments to ensure smooth workflow.

4. Communication and Collaboration:

Communicate effectively with internal teams, vendors, and clients.

Collaborate with the finance and HR departments to streamline processes.

Respond promptly to inquiries and maintain positive relationships with stakeholders.

Other Duties:

1. Collection of past due customer balances to achieve a company-wide collection goal of 45 days (DSO) or better.

2. Perform occasional financial analysis to learn and improve current internal processes.

3. Resolve customer questions or concerns regarding invoices.

4. Create new customers in our ERP. Receive and verify Sales Tax Exempt forms alongside the Staff Accountant.

5. Follow up and respond to customer emails within 24 hours (preferably less).

6. Ensure customers are paying their bills within their payment terms.

7. Credit Reports. Identify riskier customers to determine if business is viable with them.