Part-Time Accounting & Administrative Specialist

About Us

We are part of an established international group operating across Europe, the Americas and Asia, providing specialized logistics and supply chain solutions to customers worldwide.

We are looking for an experienced, reliable and well-organized Accounting & Administrative Specialist to support the day-to-day financial and administrative activities of our US operations, based in Oceanside, New York.

This is a hands-on role combining bookkeeping support with general finance administration. The successful candidate will report directly to the Central Controlling Team based in Italy, while working closely with the local US team and external accounting partners.

Key Responsibilities

· Customer Invoicing: Prepare and issue customer invoices, ensuring accuracy and timely processing.

· Accounts Receivable & Credit Collection: Monitor outstanding customer balances, actively follow up on overdue invoices, contact customers to collect payments and resolve payment-related queries in coordination with the local team.

· Accounts Payable: Process supplier invoices, maintain accurate records and support payment preparation.

· Bank Reconciliations: Perform regular bank and credit card reconciliations, identifying and resolving discrepancies.

· Bookkeeping Support: Record daily financial transactions and maintain accurate accounting records in QuickBooks Online.

· Administrative Support: Organize financial documentation, maintain records and support general finance-related administrative activities.

· Month-End Support: Assist with reconciliations and preparation of supporting documentation for the monthly closing process.

· External Accountants Coordination: Liaise with external accounting partners and provide the information and documentation required for their activities.

· Group Finance Coordination: Work closely with the International Controller to ensure accurate and timely financial information and support Group reporting requirements.

Qualifications & Experience

· At least 5 years of experience in bookkeeping, accounting support or finance administration.

· Good understanding of day-to-day US accounting processes, particularly accounts payable, accounts receivable and bank reconciliations.

· Previous experience in credit collection and customer payment follow-up is preferred.

· Experience with QuickBooks Online is strongly preferred.

· Good proficiency in Microsoft Excel and Microsoft Office applications.

· Strong organizational skills, accuracy and attention to detail.

· Ability to work independently, prioritize activities and meet deadlines.

· Proactive, reliable and practical approach to problem-solving.

· Good communication skills and ability to collaborate with colleagues and external partners.

· Previous experience in an international business environment would be an advantage, but is not essential.

What We Offer

· A flexible part-time position, approximately 20–25 hours per week.

· Hybrid working arrangement, with 1–2 days per week in our Oceanside office.

· The opportunity to work within an established international group.

· A collaborative environment with direct interaction with the international Finance team.

· A varied, hands-on role with a good level of autonomy and responsibility.