Accounting Clerk and Office Assistant

Job Description

Job Description

Description:

APEX Controls is seeking a full-time Accounting Clerk & Office Assistant to support the day-today

financial and administrative operations of our growing organization. The primary focus of

this position is accounting support, with particular emphasis on accurate and timely customer

invoicing, accounts receivable, collections follow-up, payment processing, and financial

reporting. The position will also provide general office and administrative support as needed.

The ideal candidate is highly organized, detail-oriented, dependable, and comfortable taking

ownership of routine accounting responsibilities. Just as important, this person must be a strong

culture fit for APEX Controls; someone who demonstrates integrity, humility, teamwork,

initiative, and a positive attitude and who genuinely enjoys helping others and contributing to a

great workplace.

This role will be onsite 5 days a week in our Hudsonville office and is an hourly position.

Position Priorities

Invoicing & Accounts Receivable: Own and execute timely, accurate customer

invoicing and support the accounts receivable process.

Collections: Monitor outstanding receivables, communicate professionally with

customers, and consistently follow up on past-due balances.

Reporting & Accounting Support: Run recurring financial and operational reports,

maintain accurate records, and provide reliable information to the accounting and

leadership teams.

Culture Fit & Team Contribution: Contribute positively to the APEX culture through

integrity, humility, teamwork, accountability, initiative, and a willingness to help

wherever needed.

Office & Administrative Support: Provide general office assistance and

administrative support when accounting priorities are complete or when organizational

needs require it.

Essential Duties and Responsibilities

Accounting, Invoicing & Accounts Receivable

• Prepare, process, and distribute customer invoices accurately and on a timely basis.
• Review billing information for completeness and accuracy before invoices are issued.
• Apply customer payments and maintain accurate accounts receivable records.
• Monitor customer account balances and identify discrepancies, missing information, and past-due invoices.
• Research and resolve routine customer billing and account questions in coordination with the accounting team.
• Maintain organized and accurate accounting documentation and records.
• Assist with month-end and year-end accounting activities as directed.

Collections

• Monitor accounts receivable aging and maintain a consistent follow-up process for outstanding invoices.
• Contact customers regarding past-due balances in a professional, courteous, and persistent manner.
• Document collection activity and communicate issues or potential payment concerns to the appropriate accounting or management personnel.
• Assist with resolving disputes or billing issues that may delay customer payment.

Reporting & Administrative Accounting Support

• Run recurring accounting, accounts receivable, and operational reports for the accounting and leadership teams.
• Maintain spreadsheets, schedules, and other reporting tools with a high level of accuracy.
• Enter and maintain data in the company's accounting and business systems.
• Assist with reconciliations, recordkeeping, filing, and other routine accounting activities.
• Identify errors, inconsistencies, or process issues and bring them to the attention of the appropriate team member.

Office & Administrative Support

• Greet and assist visitors, customers, and vendors in a professional and welcoming manner.
• Answer and direct incoming phone calls and provide general administrative support.
• Handle incoming and outgoing mail, packages, and shipping activities.
• Maintain office supplies and assist with office inventory and ordering.
• Coordinate with vendors for routine office services, equipment, and supplies.
• Prepare correspondence, reports, spreadsheets, and other administrative materials.
• Assist with company meetings, employee events, customer visits, and other culture-building activities as needed.
• Assist leadership and other departments with special projects and administrative tasks.
• Perform other duties as assigned.

Culture & Team Expectations

• Represent APEX Controls with professionalism, integrity, humility, and a positive attitude.
• Build strong working relationships with employees, customers, vendors, and other business partners.
• Take ownership of responsibilities and follow through without requiring excessive supervision.
• Be willing to learn, accept feedback, and continuously improve processes and personal performance.
• Contribute to a fun, collaborative workplace and actively support the company's culture.
• Treat confidential financial, customer, employee, and company information appropriately.

Qualifications

Education & Experience

• High school diploma or GED required; Associate degree in accounting, business, or a related field preferred.
• 2–4 years of accounting, bookkeeping, accounts receivable, or related experience preferred.
• Experience with customer invoicing, accounts receivable, and collections is strongly preferred.
• Experience with accounting software or ERP systems required.
• Office administration experience is preferred.

Knowledge, Skills & Abilities

• Strong attention to detail and accuracy, particularly when handling financial transactions and customer accounts.
• Strong organizational skills and ability to manage recurring deadlines and multiple priorities.
• Professional and confident communication skills, including the ability to communicate with customers regarding invoices and past-due balances.
• Proficiency with Microsoft Office, particularly Excel and Outlook.
• Ability to learn and effectively use accounting, ERP, and other business software.
• Ability to work independently, take initiative, and follow through on responsibilities.
• Strong problem-solving skills and good business judgment.
• Dependable, professional, positive, and team-oriented.
• Demonstrated alignment with APEX Controls' values of integrity, humility, excellence, teamwork, and fun.

Physical Requirements

• Ability to sit, stand, and walk throughout the workday.
• Ability to occasionally lift and carry up to 25 pounds.
• Ability to operate standard office equipment, including computers, copiers, phones, and postage equipment.