Administrative Specialist, Accounting

Position Overview

We are seeking a detail-oriented and highly organized Accounting Administrative Specialist to support daily accounting operations and general office administration. This role plays a critical part in maintaining accurate financial records, managing accounts receivable, supporting auction invoicing, and ensuring efficient office workflows.

The ideal candidate will have strong accounting administrative experience, excellent organizational skills, and the ability to manage multiple priorities in a fast-paced environment. This position will also serve as backup support for general administrative operations.

Key Responsibilities

Accounting & Financial Administration

• Process bills, payments, and invoices with a high degree of accuracy
• Manage accounts receivable and oversee collections processes from start to completion
• Prepare and send auction invoices to customers
• Contact purchasers regarding outstanding payments and resolve discrepancies
• Conduct payout audits to ensure consignor payment accuracy
• Assist with monthly sales tax preparation and documentation
• Utilize QuickBooks and other systems for bookkeeping and financial tracking

Auction & Client Support

• Provide invoices and updates to buyers and consignors
• Coordinate buyer pickup schedules and ensure payment completion prior to release of items
• Generate consignor reports and no-sale reports
• Notify consignors regarding auction results and item statuses
• Assist with shipping coordination and respond to shipping inquiries

Administrative & Office Support

• Maintain organized filing systems, including master files and archives
• Perform data entry and review records for accuracy and completeness
• Manage calendars, appointments, and scheduling needs
• Prepare and assemble documents, reports, and meeting materials
• Answer incoming calls, monitor shared email inboxes, and provide customer support
• Assist with front desk coverage as needed
• Provide backup support for contracts and pickup processing
• Perform general office duties and additional administrative tasks as assigned

Qualifications

• Associate’s or Bachelor’s degree preferred
• Proven experience in administrative and/or accounting support roles
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Experience with QuickBooks or similar accounting software required
• Strong attention to detail and accuracy in data entry and financial tasks
• Excellent organizational and multitasking abilities
• Strong written and verbal communication skills
• Professional customer service and phone etiquette
• Ability to prioritize tasks and meet deadlines
• Ability to lift up to 30 lbs as needed

Pay: $17.00 - $20.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• Paid time off

Work Location: In person