Accounting & Administrative Specialist

Accounting & Administrative Specialist

Wage: $65,000/year

Shift: 1st

Hours: 7:30am - 4:30pm (Monday - Friday)

Location: Cypress, TX - Hybrid (Minimum 3 Days in Office)

We are seeking a highly organized, dependable, and detail-oriented Accounting & Administrative Specialist to help manage day-to-day accounts payable, accounts receivable, and general administrative responsibilities. This position plays an important role in maintaining accurate financial records, ensuring vendors are paid appropriately, assisting with customer collections and receivables, and supporting the administrative needs of the company. The ideal candidate is comfortable working independently, communicates professionally with customers and vendors, and is capable of managing multiple responsibilities in a fast-paced business environment. This is a hybrid position requiring a minimum of three days per week in the office, initial training period may require more days in office.

Accounting & Administrative Specialist Responsibilities:

- Receive, review, code, and enter vendor invoices accurately and timely

- Verify invoices against purchase orders, approvals, and supporting documentation

- Prepare and process vendor payments

- Maintain accurate vendor records and documentation

- Reconcile vendor statements and investigate discrepancies

- Respond to vendor inquiries regarding invoices and payment status

- Monitor outstanding payables and upcoming payment obligations

- Assist with credit card and expense reconciliations

- Maintain organized electronic and physical accounts payable records

- Generate and distribute customer invoices and statements

- Record and apply customer payments accurately

- Monitor accounts receivable aging and outstanding balances

- Communicate professionally with customers regarding past-due invoices

- Assist with collection efforts and follow up on outstanding receivables

- Research and resolve billing and payment discrepancies

- Maintain accurate customer account information

- Provide management with updates regarding significant past-due accounts or collection concerns

- Assist with bank and account reconciliations

- Maintain accurate financial records within the company's accounting system

- Assist management and accounting personnel with month-end reporting and reconciliations

- Prepare accounting reports and supporting documentation as requested

- Maintain proper documentation and internal controls for accounting transactions

- Assist with gathering information for accountants, auditors, tax professionals, and other financial partners

- Identify discrepancies or unusual transactions and bring them to management's attention

- Provide general administrative support to management and other departments

- Maintain organized company records, documents, and electronic files

- Assist with document preparation, scanning, filing, and data entry

- Manage incoming correspondence and route requests to the appropriate team members

- Assist with vendor documentation, certificates, contracts, and other business records

- Coordinate administrative tasks, meetings, appointments, and internal requests as needed

- Assist with ordering office supplies and maintaining basic office organization

- Help maintain contact lists, vendor information, and other administrative databases

- Handle confidential financial, employee, customer, and company information with discretion

- Perform additional administrative and accounting duties as assigned

Requirements for Accounting & Administrative Specialist:

- High school diploma or equivalent required

- Associate's or Bachelor's degree in Accounting, Finance, Business Administration, or a related field preferred, but not required

- Relevant professional experience may substitute for formal education.

- Two (2) or more years of experience in accounts payable, accounts receivable, bookkeeping, accounting support, or a similar position

- Experience working with accounting software such as QuickBooks, Sage, NetSuite, or similar platforms

- Experience with MRP/ERP systems used for purchasing, inventory, or manufacturing operations

- Strong proficiency with Microsoft Excel, Outlook, Word, and general Microsoft Office applications

- Strong numerical aptitude and attention to detail

- Excellent organizational and time management skills

- Ability to prioritize multiple responsibilities and meet deadlines

- Strong written and verbal communication skills

- Professional and comfortable communicating with customers and vendors regarding financial matters

- Ability to identify discrepancies and independently research routine accounting issues

- High level of reliability, integrity, and discretion when handling confidential information

- Ability to work both independently and collaboratively as part of a team