Administrative Support Specialist - Accounts Receivables

Role Overview:

Ecocert USA/NICS, part of the Ecocert Group, a global leader in organic and sustainability certification, is seeking an Administrative Support Specialist - Accounts Receivable to join our USA Shared Services team. This role is ideal for someone who is organized, detail-oriented, service-minded, and comfortable supporting clients, coworkers, and recurring administrative workflows.

The primary focus of this position will be supporting accounts receivable and Order-to-Cash activities, including client billing support, payment tracking, account updates, and follow-up on outstanding balances. While accounts receivable support is an important part of the role, this is not a traditional accounting position. The role is part of our Shared Services Department and may also support other administrative workflows such as phone coverage, shared inboxes, mail handling, scanning, filing, document routing, data entry, and backup support for other Shared Services activities.

This role will be based in the Viroqua office, with the opportunity to work remotely at times.

Key Responsibilities:

1. Serve as a reliable point of contact for routine client questions related to invoices, certification fees, payment status, and account information.
2. Support client invoicing and billing-related activities in applicable business systems.
3. Review accounts receivable information and follow up with clients regarding outstanding balances, missing information, or payment arrangements.
4. Enter, track, and support documentation related to incoming payments, deposits, and account updates.
5. Maintain accurate client account information in accounting systems, certification databases, trackers, and other internal records.
6. Coordinate with certification, accounting, and administrative staff to resolve invoice questions, payment discrepancies, and missing information.
7. Support shared inboxes, phone coverage, mail handling, scanning, electronic filing, document routing, and general administrative follow-up.
8. Prepare, organize, review, distribute, and file documents, forms, reports, and other recurring deliverables.
9. Follow established procedures, checklists, and timelines to help ensure work is completed accurately and on time.
10. Provide backup support for other administrative workflows within Shared Services during PTO, sick days, busy periods, or staffing transitions.
11. Perform other duties as assigned to support the organization and maintain consistent administrative operations.

Requirements:

• Prior experience in administrative support, customer service, billing support, accounts receivable, data entry, records management, or a related role preferred.
• Strong attention to detail and commitment to accurate, complete, and timely work.
• Strong written and verbal communication skills.
• Comfortable communicating professionally with clients, coworkers, and internal teams.
• Highly organized, with the ability to prioritize tasks, manage deadlines, and handle multiple recurring workflows.
• Ability to work independently while also collaborating with coworkers across departments and locations.
• Comfortable using Microsoft Office, email, shared drives, databases, and business systems.
• Experience with accounting, billing, certification, CRM, ERP, or workflow systems is helpful but not required.
• Willingness to learn Ecocert/NICS processes, organic certification workflows, and applicable administrative requirements.
• Ability to maintain confidentiality and handle sensitive client, employee, vendor, and business information appropriately.

Benefits:

• Comprehensive insurance package: health, dental, vision, life, and disability.
• 401(k) with 100% company match up to 4% of salary.
• Generous Paid Time Off: Starting at 4 weeks, increasing with tenure.
• 10 paid holidays annually.
• Opportunity for performance-based bonus.
• Be part of a mission-driven global team.

Company Overview:

Join Ecocert USA and Natures International Certification Services (NICS), part of the Ecocert Group, a global leader in organic and sustainability certification. Together, we certify over 2,000 organic operations in the U.S. and drive excellence across diverse sustainability sectors.

Our mission is to foster a sustainable future through rigorous certification and uncompromising quality. We welcome candidates who are eager to make a lasting impact in the organic and sustainability space.

At Ecocert USA and NICS, fostering a diverse and inclusive culture is at the heart of our values. We believe that embracing a multitude of perspectives and backgrounds not only enriches our workplace but also drives innovation and excellence in the services we provide. As an Equal Opportunity Employer, we make our employment decisions based on individual qualifications, merits, and the needs of our business, welcoming candidates from all walks of life to join us in our mission to create a sustainable and equitable world.

Work Authorization:

Ecocert/NICS does not provide employment visa sponsorship or participate in employer-sponsored immigration programs for this position. Candidates must be currently authorized to work in the United States and must not require employer sponsorship now or in the future. Candidates must reside within the United States.