ACCOUNTING & OFFICE ASSISTANT

Job Description

Job Description

Accounting & Office Assistant

Job Description

We are seeking a highly organized and detail-oriented Accounting & Office Assistant to support our accounting department and overall office operations. This role requires accuracy, strong communication skills, and the ability to manage multiple tasks in a fast-paced environment. HR experience is a plus, but not required.

Key Responsibilities

• Review invoices for accuracy and process accounts payable/receivable transactions.

• Manage accounts receivable: verify balances, prepare customer statements, and follow up on late payments.

• Review and monitor customer credit limits with the credit insurance company, ensuring coverage aligns with current account balances and exposure.

• Prepare bank deposits, assist with general ledger postings, and maintain accurate financial records.

• Perform daily reconciliation checking accounts, and credit card batches.

• Digitize and organize documents: scan, file, and maintain both digital and physical records.

• Enter financial data into the accounting software accurately and on time.

• Communicate with customers and vendors via email and phone regarding billing, payments, or discrepancies.

• Research, track, and resolve accounting or documentation issues.

• Monitor sales by state and track economic nexus thresholds, notifying management as the company approaches or meets nexus in a new state and completing the required state registrations.

• Prepare and file monthly sales tax returns for each state where the company has economic nexus, and submit the corresponding tax payments accurately and by each state’s deadline.

• Maintain supporting documentation for sales tax filings, including exemption and resale certificates, and reconcile sales tax liability accounts.

• Assist with general office tasks and provide support to company personnel as needed.

• Ensure tasks are performed in accordance with GAAP and company policies.

• Flexible, able to pivot with a good attitude, be able to work with others, and also independently.

Qualifications

• Proficiency with QuickBooks, Microsoft Excel, and Microsoft Outlook.

• Working knowledge of economic nexus rules and multi-state sales tax compliance, including monthly filing and payment requirements.

• Strong attention to detail and ability to double-check work for accuracy.

• Excellent organizational and multitasking skills.

• Good written and verbal communication skills, especially for AR follow-ups.

• Ability to work independently with minimal supervision while meeting deadlines.

• Must be willing to provide work and personal references.

Education & Experience

• Education: High school diploma or equivalent required; Associate's or Bachelor's degree in Accounting, Finance, or Business Administration preferred.

• 1–3 years of experience in accounting, bookkeeping, or office administration preferred.

• Prior experience in accounts receivable, accounts payable, or general ledger bookkeeping.

• Experience reconciling multiple accounts.

• HR experience is a plus.

\nCompany Description

Established computer hardware company focused on memory products. Great benefits, fun environment.

Company Description

Established computer hardware company focused on memory products. Great benefits, fun environment.