Accounting Administrative Assistant

Accounting Administrative Assistant

The Accounting Administrative Assistant provides essential administrative support to the accounting and finance team, ensuring efficient day-to-day office operations and accurate coordination of accounting-related activities. This role supports the Director of Accounting Operations and the broader team by managing office logistics, maintaining departmental organization, assisting with ERP system administration, and facilitating communication across internal stakeholders. The ideal candidate is highly organized, detail-oriented, and capable of handling multiple priorities in a fast-paced environment.

Responsibilities:

• Greet and direct visitors entering the accounting department in a professional manner
• Sort and distribute daily mail; prepare and distribute outgoing shipments (e.g., FedEx)
• Procure and maintain office supplies, including coffee, snacks, FedEx materials, and general office items
• Coordinate and schedule maintenance or repairs for kitchen and office equipment (e.g., coffee machines, water dispensers)
• Assist with planning and coordinating team events, lunches, and group meetings
• Provide administrative support to the Director of Accounting Operations on special projects and ad hoc tasks
• Manage and maintain the department Outlook calendar, including scheduling and sending notifications for meetings, events, out-of-office, and vacation schedules, as well as distributing weekly team updates
• Set up new customers, subcontractors and vendors in the ERP system, including verifying approvals, entering accurate data, uploading supporting documentation, and communicating completion to relevant team members

Required Qualifications:

• Minimum of 2+ years of administrative experience, preferably within an accounting, finance, or corporate office environment
• Proficiency in Microsoft Excel and Microsoft Office Suite (Outlook, Word)
• Strong organizational and time-management skills with the ability to prioritize multiple tasks
• High attention to detail and accuracy in data entry and recordkeeping
• Excellent written and verbal communication skills
• Ability to maintain confidentiality and handle sensitive information
• Experience working with ERP systems or similar data management tools (basic level acceptable)

Preferred Qualifications:

• 4+ years of experience in an accounting or finance support role
• Familiarity with Microsoft PowerPoint
• Familiarity with ERP systems (e.g., NetSuite, SAP, Oracle, or similar)
• Experience supporting senior leadership (e.g., Director-level or above)
• Previous experience in invoice processing or accounts payable support
• Demonstrated ability to coordinate events or manage office operations
• Associate's or Bachelor's degree in Business Administration, Accounting, or a related field

Physical Demands:

In general, the following physical demands are representative of those that must be met by an employee to successfully perform the essential functions of the job.

• Must be able to effectively communicate, (ie see, hear, speak and write clearly) in order to communicate with colleagues and/or customers; manual dexterity required for occasional reaching, lifting of light office objects, and operating office equipment

Working Conditions:

In general, the following conditions of the work environment are representative of those that an employee encounters while performing the essential functions of this job.

• The office is clean, orderly, properly lighted and ventilated. Noise levels are considered low to moderate

Additional Information:

• Working Hours: This position generally works Monday- Friday, overtime when necessary
• Benefits:
  • Medical
  • Dental
  • Vision
  • Flexible Spending Accounts
  • 401K w/ company match
  • Life/AD&D/LTD
  • Paid Vacation/Sick/Holidays
  • Employee Assistance Program
  • Pet Insurance

Equal Employment Opportunity Statement This company considers candidates regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status. We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, creed, religion, national origin, citizenship status, ancestry, sex, age, physical or mental disability unrelated to ability, marital status, family responsibilities, pregnancy, genetic information, sexual orientation, gender expression, gender identity, transgender, sex stereotyping, order of protection status, protected veteran or military status, or an unfavorable discharge from military service, and other categories protected by federal, state or local law.

Equal Opportunity Employer, including disability / veterans.

All your information will be kept confidential according to EEO guidelines.

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Reasonable Accommodations If you require a reasonable accommodation in completing a job application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, you can reach out to our HR team for support at View email address on click.appcast.io. Please note our HR representatives do not have visibility of application or interview status. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this job.

Indefinite U.S. work authorized individuals only. Future sponsorship is unavailable. U.S. work authorized individuals only.