Accounting Assistant

Job Description

Job Description

DUTIES AND RESPONSIBILITIES

A. Accounts Receivable

a. Create customer invoices by reviewing supporting documents and pricing, subsequently forwarding them for approval.

b. Send out customer invoices after approval.

c. Process check-deposits or electronic payments and upload onto digital document filing system.

d. Maintain customer A/R files thoroughly and accurately.

e. Communicate with customers regarding open invoices or any discrepancies and send out statements.

f. Follow up with customers and correspond with the company’s sales team on outstanding invoices.

g. Ensure all accounts receivable transactions are accounted for at month end.

h. Maintain bookkeeping databases and spreadsheets, updating information as needed.

i. Update customer accounts and/or contact information.

j. Create reports as requested.

k. Review of the month end inventory report provided by Logistics department.

l. Coordinate inventory reporting of receipt and delivery activities

B. Accounts Payable

a. Perform accounts payable processes including verification of vendor invoices, purchase orders and Bill of Ladings prior to payment.

b. Forward vendor invoices to the relevant departments for approval.

c. Enter all company bills and post them to the pertaining account in bookkeeping software.

d. Process payments for vendors (Checks, ACHs, Wires, International Wires, Etc.)

e. Process urgent payments as required for freight forwarder bills.

f. Collect and process employee expense report payments.

g. Oversee AMEX credit card transactions/statements and obtain supporting documents for payment processing.

h. Coordinate/Print supporting documents for state registrations and process check payments

i. Monitor accounts to ensure payments are up to date by running aging AP reports and reviewing open invoices.

j. Maintain AP files thoroughly and accurately.

k. Review and balance Tariff account

l. Certify vendor accounts by harmonizing monthly statements and affiliated transactions.

m. Reconcile processed work by verifying entries and comparing system reports to balances.

n. Ensuring outstanding balances are updated with credit memos that are due.

o. Verifying vendor accounts by reconciling monthly statements and related transactions

p. Reinforce financial data confidentiality and conduct database backups when necessary.

q. Verify company expenses including import duty / tariff, shipping freight, storage charges, etc.

C. CA Mill Tax

a. Run report on accounting software to file for California Mill Tax (quarterly).

b. Calculate the amount of tax due to California state.

c. Ensure timely submission of quarterly reports and payments.

D. Banking

a. Monitor and post daily bank transactions.

b. Reconciliation of all bank accounts for month end.

c. Process DA’s by reviewing, signing bank documents in a timely manner.

d. Pick up OBL documents at the bank.

e. Create necessary labels to send out OBOL documents without delay.

f. Ensure timely processing of DA’s and OBOL distribution to the freight forwarder.

E. Cost Accounting

a. Assembly of direct, fixed, variable, and operating costs to help analyze production projects.

b. Organize costing initiatives to promote internal information to help the organization maximize savings, utilize funds, and anticipate margins.

COMPETENCIES

1. Effectively transfer knowledge to others in the workgroup, solicit feedback, and take appropriate actions.

2. Creative, resourceful and innovative at tackling complex problems within tight timeframes.

3. Able to work under pressure and deliver within deadlines.

4. Possesses broad understanding and perspective.

5. Develops and maintains good working relationships with vendors and all relations involving.

6. Works collaboratively with others.

7. Promotes a team spirit of common effort and results.

8. Actively supports team decisions.

9. Allocate your own time efficiently.

10. Prioritizes and handles multiple demands.

11. Eliminates inefficiencies.

12. Uses technology to enhance productivity.

13. Creative problem solver who is extremely well organized.

14. Maintains confidentiality and always applies ethical standards regarding company’s personal finances.

15. Able to work in a fast-paced production environment, while providing and receiving constructive feedback.

16. Ability to follow all policies and procedures regarding the company and remains compliant with all health and safety standards and regulations.

MINIMUM QUALIFICATIONS

§ Bachelor’s degree in accounting or other related area of study (Preferred)

§ 5+ years of accounting experience

§ 5+ years of bookkeeping

§ Professional and courteous phone skills

§ Excellent verbal and written communication skills

§ Knowledge and understanding of A/P functions.

§ Knowledge of Generally Accepted Accounting Principles

§ Advanced knowledge in QuickBooks

§ Advanced level experience Excel including pivot tables

§ Extremely organized and detail oriented

§ Dependable and reliable

§ Knowledge of shipping and importing