This is a remote position.

Secretary / Administrative Assistant

Company: ELM Lighting
Employment Type: Full-Time
Work Arrangement: Remote

Position Overview

ELM Lighting is seeking a highly organized and reliable Secretary / Administrative Assistant with a strong professional background in Accounts Payable, Accounts Receivable, and phone/business coordination. This role will serve as an important point of contact for both internal team members and external clients, combining financial administration with professional phone communication and day-to-day business coordination.

The ideal candidate has proven experience managing AP/AR responsibilities, is confident handling both inbound and outbound calls, and can quickly understand the purpose of a call or request and direct it to the appropriate team member. QuickBooks experience is not required, as ELM Lighting utilizes its own internal accounting system.

Key Responsibilities

Accounts Payable & Accounts Receivable

• Manage day-to-day Accounts Payable and Accounts Receivable responsibilities using ELM Lighting's internal system.
  

• Process, organize, and maintain invoices, payments, and account records.
  

• Track outstanding invoices and payments and assist with appropriate follow-up.
  

• Maintain accurate financial documentation and account information.
  

• Communicate with clients, vendors, and internal team members regarding invoices, payments, and account-related questions.
  

• Ensure AP/AR information is kept accurate, organized, and up to date.
  

Phone & Business Coordination

• Serve as a professional first point of contact for incoming business calls.
  

• Answer and manage inbound calls, determine the nature of each inquiry, and direct callers to the appropriate team member.
  

• Make outbound calls to clients, vendors, and other business contacts as needed.
  

• Coordinate communication between clients and internal departments or team members.
  

• Take accurate messages and ensure information is communicated to the appropriate person.
  

• Follow up on calls, requests, and outstanding business matters to ensure proper resolution.
  

• Communicate professionally and effectively through both phone and email.
  

• Maintain a professional and helpful customer service experience throughout every interaction.
  

Administrative Support

• Provide general office and administrative assistance as needed.
  

• Maintain organized records, files, correspondence, and business documentation.
  

• Assist with scheduling, follow-ups, data entry, and other coordination tasks.
  

• Support team members with day-to-day business needs.
  

• Maintain accurate documentation and ensure important tasks and communications are not overlooked.
  

Required Qualifications

• Strong professional experience in Accounts Payable and Accounts Receivable.
  

• Previous experience in an administrative, secretary, accounting support, office assistant, or similar role.
  

• Proven experience handling inbound and outbound business phone calls.
  

• Strong ability to identify the purpose of a call and efficiently route it to the appropriate team member.
  

• Excellent customer service and client communication skills.
  

• Strong written and verbal communication abilities.
  

• Exceptional organization and attention to detail.
  

• Ability to manage multiple responsibilities while maintaining accuracy.
  

• Reliable, dependable, and consistent with follow-through.
  

• Comfortable working independently and taking ownership of responsibilities.
  

• Strong team-player mentality.
  

• Ability to learn and navigate proprietary/internal business systems.
  

• QuickBooks experience is not required.
  

Ideal Candidate

The ideal candidate is a highly organized, dependable, and professional communicator who is confident managing AP/AR responsibilities while also serving as a key point of contact for the business. They should be comfortable answering phones, making outbound calls, directing clients and business inquiries to the right team members, and ensuring financial and administrative responsibilities are handled accurately and efficiently.

This person should be proactive, detail-oriented, responsive, and capable of working independently while remaining closely aligned with the broader team.

What Success Looks Like

Success in this role means maintaining accurate and organized AP/AR processes, ensuring invoices and payments are properly managed, providing professional and responsive phone communication, efficiently routing calls and business inquiries, and keeping day-to-day communication and administrative responsibilities moving without things falling through the cracks.

Requirements

Required Qualifications

• Strong professional experience in Accounts Payable and Accounts Receivable.
  

• Previous experience in an administrative, secretary, accounting support, office assistant, or similar role.
  

• Proven experience handling inbound and outbound business phone calls.
  

• Strong ability to identify the purpose of a call and efficiently route it to the appropriate team member.
  

• Excellent customer service and client communication skills.
  

• Strong written and verbal communication abilities.
  

• Exceptional organization and attention to detail.
  

• Ability to manage multiple responsibilities while maintaining accuracy.
  

• Reliable, dependable, and consistent with follow-through.
  

• Comfortable working independently and taking ownership of responsibilities.
  

• Strong team-player mentality.
  

• Ability to learn and navigate proprietary/internal business systems.
  

• QuickBooks experience is not required.