Administrative Clerk - Customer Accounts & Operations (PRO)

Position Summary

We are seeking a reliable, detail-oriented Administrative Clerk to support customer service, account management, financial recordkeeping, and daily business operations.

This position involves regular communication with customers, maintaining accurate records, coordinating projects, and assisting with basic advertising and design-related tasks.

The ideal candidate is organized, comfortable working extensively with computers, and capable of managing multiple responsibilities in a fast-paced office environment. Experience with graphic design or advertising materials is a plus.

Essential Duties and Responsibilities

Customer Service and Account Support

• Respond to customer inquiries regarding services, accounts, billing, and payment questions.
• Assist customers with account updates, service requests, and scheduling information.
• Communicate professionally with customers through phone, email, and other channels.
• Resolve routine concerns and direct more complex issues to appropriate team members.
• Maintain positive relationships with customers, vendors, and coworkers.

Advertising and Project Coordination

• Assist with coordinating advertising materials, customer submissions, and project deadlines.
• Receive, organize, and track digital files, artwork, and related information.
• Help prepare and review basic advertising and promotional materials.
• Coordinate with team members to ensure projects are completed accurately and on schedule.
• Apply basic design and layout principles when needed.

Financial Documentation and Recordkeeping

• Record and document customer payments and related financial transactions.
• Maintain accurate account records and supporting documentation.
• Communicate payment information and financial records to an off-site finance team.
• Assist with identifying and resolving account or billing discrepancies.
• Follow established procedures for handling confidential customer and financial information.

Administrative and Computer Operations

• Perform data entry, document preparation, electronic filing, and general record maintenance.
• Use internal software systems to manage customer accounts and business records.
• Coordinate assignments and communicate through platforms such as Slack and Asana.
• Use Google Workspace, including Gmail, Google Docs, Google Sheets, and Google Drive.
• Organize shared files and maintain accurate electronic records.
• Assist with additional administrative projects as assigned.

Qualifications and Skills

Required Qualifications

• Strong customer service and communication skills.
• Excellent attention to detail and accuracy.
• Proficiency with computers, email, spreadsheets, and general office software.
• Ability to manage multiple responsibilities and meet deadlines.
• Strong organizational and problem-solving abilities.
• Ability to work independently and collaboratively.
• Professionalism and discretion when handling confidential information.

Preferred Qualifications

• Previous administrative, clerical, or customer service experience.
• Experience managing customer accounts or processing financial records.
• Familiarity with Google Workspace, Slack, Asana, or similar platforms.
• Basic graphic design, advertising layout, or promotional material experience.
• Experience using business management or customer account software.

Work Environment and Expectations

This is an office-based position requiring extensive computer use, regular customer communication, and careful attention to detail.

The successful candidate will be dependable, organized, adaptable, and willing to learn new software and procedures. The ability to manage competing priorities and consistently meet deadlines is essential.

Company Affiliation

This position is being recruited through Maddox Pro and may be employed by Maddox Pro or one of its sister companies. Additional details about the employing company and its operations will be provided during the interview process.

Other Duties

This job description outlines the general responsibilities of the position. Duties may be adjusted as business needs evolve, and additional related tasks may be assigned by the supervisor.