Accounting Assistant

Position Summary

The Accountant / Accounting Assistant supports the Controller in the execution of daily accounting operations, including Accounts Receivable (AR), Accounts Payable (AP), and related financial and administrative functions. This role also provides customer-facing support, assists with ERP system data entry, and contributes to Human Resources administrative processes such as employee onboarding and offboarding. The ideal candidate demonstrates strong attention to detail, excellent communication skills, and the ability to manage multiple priorities in a professional office environment.

Essential Duties and Responsibilities

Accounting & Financial Operations

• Process and manage Accounts Receivable aging, including weekly follow-up via email and phone to ensure timely payment
• Process vendor invoices through the ERP system and apply incoming receipts accurately
• Reconcile and verify vendor statements
• Prepare, process, and calculate product sales, invoicing, and shipping records within the ERP system
• Create, maintain, and update customer account files, including new accounts, changes, additions, and sales tax certificates
• Maintain vendor W-9 forms and track service vendors’ insurance certificates
• Process employee reimbursements and verify expense reports
• Provide clerical and administrative support related to accounting and reporting functions

Customer Service & Sales Support

• Respond to customer inquiries and provide accurate, complete product and account information
• Assist customers with trade references in accordance with company guidelines
• Support the sale of company consumable products by addressing customer questions
• Resolve customer complaints by investigating issues, developing solutions, and escalating recommendations to management as needed
• Build and maintain strong, trust-based customer relationships through professional communication

Administrative & Front Office Support

• Answer multiple incoming phone lines professionally and courteously
• Accurately screen, direct, and document calls and messages
• Greet visitors and customers in a courteous and professional manner and notify appropriate staff
• Maintain security awareness by monitoring building access, visitor logs, and badge issuance
• Sort, distribute, and manage daily mail
• Maintain awareness of staff attendance throughout the workday

Human Resources Support

• Assist with employee onboarding and offboarding documentation and administrative processes
• Maintain confidentiality of employee and company information at all times

General Competencies

• Ability to multitask, prioritize, and manage time effectively in a deadline-driven environment
• Demonstrated attention to detail while handling multiple responsibilities
• Strong written and verbal communication skills
• Ability to work independently as well as collaboratively within a team
• Resourceful and proactive in identifying and resolving issues
• Participate in initiatives aimed at improving customer satisfaction and business performance
• Maintain professionalism in all aspects of the role
• Reliable and punctual with a consistent work schedule
• All other responsibilities assigned by management.

Education and Experience Requirements

Education:

• High School Diploma or GED (Required)

Experience:

• Minimum of 3 years in an office administration environment (Required)
• Accounts Payable and Accounts Receivable experience: 3 years (Required)
• Administrative support experience: 3 years (Required)
• Customer service experience: 3 years (Required)
• Accounting experience: 1 year (Required)

Technical Skills:

• Proficiency in Microsoft Office Suite (Required – minimum 5 years)
• ERP system experience (Required – minimum 1 year)
• Global Shop Solutions ERP experience (Preferred)

Pay: From $55,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Disability insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Application Question(s):

• Have you worked with double entry accounting before?

Work Location: In person