Accounting Assistant

Accounting Associate

Position Summary

The Accounting Associate supports the daily financial and administrative operations of the company by managing accounts payable and accounts receivable functions, preparing customer billing, maintaining customer portal entries, and providing administrative support to ensure efficient office operations. This position requires strong organizational skills, attention to detail, and the ability to manage multiple tasks while delivering excellent customer service.

Essential Duties and Responsibilities

Accounts Payable

Process vendor invoices accurately and timely.

Verify invoice coding and obtain appropriate approvals.

Prepare and process payments via check, ACH, or other approved methods.

Maintain vendor records and resolve invoice discrepancies.

Reconcile vendor statements and assist with month-end accounts payable processes.

Accounts Receivable and Billing

Prepare and process customer invoices for Dry Bulk and Petro services.

Ensure accurate billing based on customer contracts, rates, and supporting documentation.

Enter billing information into customer-required billing portals and verify successful submission.

Monitor accounts receivable balances and assist with payment tracking.

Research and resolve customer billing questions or discrepancies.

Generate and distribute customer account statements as needed.

Administrative Support

Provide backup phone coverage and customer service support by directing calls and assisting customers, vendors, and employees.

Order, maintain, and track office supplies and inventory.

Maintain organized electronic and paper filing systems.

General Accounting Support

Prepare reports and spreadsheets as requested by management.

Maintain confidentiality of financial, customer, and company information.

Assist the accounting team with special projects and other duties as assigned.

Qualifications

Associate degree in Accounting, Business Administration, or related field preferred.

High school diploma or equivalent required.

Minimum of 2 years of accounting, bookkeeping, or administrative office experience preferred.

Experience with accounts payable, accounts receivable, and customer billing.

Experience working with accounting software and Microsoft Office applications.

Knowledge, Skills, and Abilities

Strong attention to detail and accuracy.

Proficiency in Microsoft Excel, Word, and Outlook.

Ability to prioritize tasks and meet deadlines.

Excellent organizational and time-management skills.

Strong communication and customer service abilities.

Ability to work independently and as part of a team.

Problem-solving skills and the ability to handle confidential information professionally.

Reporting Relationship

Reports to: Controller

Works closely with operations personnel, customers, vendors, and other administrative staff.

Physical Requirements

Ability to sit for extended periods while working at a computer.

Frequent use of office equipment, including computers, printers, and telephones.

Ability to occasionally lift and move office supplies weighing up to 20 pounds.

Compensation and Benefits

Compensation and benefits are based on experience, qualifications, and company policies.

This role is ideal for an organized and detail-oriented professional who enjoys balancing accounting responsibilities with administrative support duties in a fast-paced environment.