Job Description

Position Summary:

The

Accounting & Administrative Support

role provides a combination of financial and administrative assistance to ensure smooth day-to-day operations. This position supports accounting functions such as data entry, invoicing, and recordkeeping, while also assisting with general office administration, and communication tasks.

Essential Duties and Responsibilities

Process accounts payable and receivable transactions, ensuring accuracy and timeliness. Assist with preparing invoices, expense reports, and reimbursement requests. Maintain accurate financial records and filing systems (digital and paper). Reconcile bank statements, vendor accounts, and credit card transactions. Support monthly, quarterly, and year-end closing processes. Assist in preparing financial reports and spreadsheets as needed. Responsible for providing accounting and administrative overall branch support. Answer inbound calls and direct calls to the appropriate person. Greet/receive front office guests, answer inquiries. Responsible for outbound/inbound mail and faxes. Scan documents for users as needed. Data entry of various reports and purchase orders as needed. Distribute pick tickets & orders. Works with Sales team regarding any discrepancies or orders on hold. Manage and oversee consignment accounts. Process and follow-up on all branch freight claims. Collaborate with other departments and depots to address discrepancies/problems, etc. Research/problem-solve customer accounts/invoices. Do RMA's for branch Coordinate with Online and Branch Sales teams Log and refer items to AR/AP to issue necessary credit memos. Coordinate with the purchasing department for branch supplies and IT assistance as needed. Other duties as assigned.

Invoice Generation and Distribution

Prepare and issue invoices to customers in a timely manner. Ensure that invoices are accurate and complete, including proper billing details and terms.

Customer Account Management

Communicate with customers regarding overdue payments and resolve payment issues. Assist customers with billing inquiries and provide documentation as needed.

Credit Management

Monitor customer accounts for overdue payments and identify accounts that may require collection efforts. Work with the credit department to assess customer credit risk and determine appropriate actions.

Collection Efforts

Follow up with customers regarding overdue accounts, including sending reminders and making collection calls.

General Accounting Support

Assist the finance and accounting departments with month-end and year-end closing processes. Provide support for audits and other financial reviews by ensuring all receivable records are accurate.

Minimum Qualifications (Knowledge, Skills, and Abilities)

Three to five years' accounting and administrative support experience, preferably in a warehouse environment. Proficient in computer programs, MS Word, Excel, PowerPoint, Outlook, etc. Experience working with Sage X3 software or able to quickly learn ERP system. Associate degree or higher; related experience in lieu of a degree will be considered. Accurate and detail oriented. Ability to work independently and manage effectively. Strong communication and customer service skills Strong organizational skills with the ability to prioritize tasks effectively Excellent time management skills and the ability to multitask

Physical Demands and Work Environment

Sitting for Extended Periods Typing and Data Entry Paperwork and Filing Handling Mail Occasional lifting or carrying of physical documents or packages. Walking and Moving Around the Office Using Office Equipment
Job Types: Full-time, Permanent

Pay: $24.00-$26.00 per hour

Expected hours: 40 per week

Benefits:

Dental care Employee assistance program Life insurance On-site parking Paid time off Vision care
Experience:

Accounting: 2 years (required)
Work Location: In person

Expected start date: 2025-10-06