Accounting Assistant

Accounting Assistant

The Accounting Assistant is responsible for supporting the day-to-day accounting and administrative functions of a manufacturing facility. This position will have a broad range of responsibilities across accounts payable, accounts receivable, cash management, account reconciliations, invoicing, collections, shipping documentation, and general office administration.

The ideal candidate is highly organized, detail-oriented, dependable, and comfortable working in a fast-paced manufacturing environment. This position requires strong communication skills and the ability to work effectively with customers, vendors, employees, shipping personnel, and the Finance team.

Accounts Payable & Vendor Management

• Process vendor invoices accurately and timely, including matching invoices to purchase orders and receiving documentation when applicable.
• Verify invoice coding, approvals, pricing, quantities, and supporting documentation.
• Maintain accurate vendor records and resolve invoice discrepancies with vendors and internal departments.
• Prepare vendor payment runs and assist with monitoring payment due dates and cash requirements.
• Respond to vendor inquiries regarding invoice status, payments, and account balances.
• Maintain organized AP records and supporting documentation.
• Assist with monthly AP reconciliations and reporting.
• Support annual 1099 filing for all sites

Accounts Receivable & Customer Accounts

• Prepare and process customer invoices accurately and timely based on sales orders, shipments, contracts, and other supporting documentation.
• Post customer cash receipts and ensure payments are applied accurately to customer accounts.
• Monitor customer account balances and assist with identifying past-due invoices.
• Perform routine customer collections activities, including contacting customers regarding outstanding balances and documenting collection efforts.
• Assist with resolving customer account discrepancies, short payments, credits, and unapplied cash.
• Maintain accurate customer account records and supporting documentation.
• Assist with customer account reconciliations as needed.

Shipping Documentation & Manufacturing Support

• Manage and maintain customer shipping and invoicing documentation to ensure accurate and timely billing.
• Coordinate with shipping, production, customer service, and sales personnel to obtain required documentation.
• Verify shipment information against customer orders and invoicing requirements.
• Assist with resolving documentation issues that may delay customer invoicing or payment.
• Support the Finance team in ensuring that shipments are properly documented and invoiced.

Expense Reports & Office Administration

• Review and process employee expense reports for completeness, proper coding, and required approvals.
• Answer and direct incoming phone calls and assist visitors as needed.
• Manage general office correspondence and administrative documentation.
• Maintain organized electronic and physical accounting records.
• Assist with ordering office supplies and other general administrative needs.
• Provide administrative support to the Finance and Operations teams as needed.

Additional Responsibilities

• Support month-end and year-end accounting activities.
• Assist with internal and external audit requests by providing requested documentation.
• Maintain confidentiality of financial, customer, vendor, and employee information.
• Follow company accounting policies, internal controls, and procedures.
• Identify opportunities to improve accounting processes, documentation, and efficiency.
• Perform other duties and special projects as assigned by the Controller or Finance Director.

Qualifications

Required

• 2+ years of accounting, bookkeeping, or related business experience preferred.
• High school diploma or equivalent required.
• Experience with accounts payable and/or accounts receivable.
• Strong attention to detail and accuracy.
• Strong organizational and time-management skills.
• Proficiency with Microsoft Excel and Microsoft Office.
• Ability to prioritize multiple responsibilities and meet deadlines.
• Strong written and verbal communication skills.
• Ability to work independently while also collaborating effectively with others.
• High level of integrity and ability to maintain confidential information.

Preferred

• Experience working in a manufacturing or industrial environment.
• Experience with an ERP system such as SysPro, Macola, JobBOSS, or similar.
• Experience with both AP and AR functions.
• Experience with customer collections and cash application.
• Basic understanding of general ledger accounting and account reconciliations.

Key Competencies

• Accuracy & Attention to Detail: Ensures transactions, invoices, payments, and records are accurate.
• Organization: Maintains organized records and effectively manages competing priorities.
• Accountability: Takes ownership of assigned responsibilities and follows through to completion.
• Communication: Communicates professionally with customers, vendors, employees, and internal departments.
• Problem Solving: Identifies discrepancies and works proactively to resolve issues.
• Teamwork: Works effectively with Finance, Operations, Sales, Customer Service, Shipping, and Production.
• Confidentiality & Integrity: Handles financial and employee information appropriately.
• Continuous Improvement: Looks for opportunities to improve processes and reduce errors.

Working Environment

This position operates in a manufacturing environment and will regularly interact with employees across Finance, Operations, Production, Shipping, Sales, and Customer Service. The role is primarily office-based but may require occasional interaction with the manufacturing floor, warehouse, shipping area, and other facility operations.

This job posting provides the general nature and level of work expected in this role and is not intended to be an exhaustive list of responsibilities or qualifications. Management reserves the right to modify duties based on business need at any time with or without notice.

Evantic is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, or any other protected status under applicable law. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the role.

No phone calls or recruiters.