Accounting & Administrative Assistant

Accounting & Administrative Assistant

Position Summary

The Accounting & Administrative Assistant is responsible for managing daily accounts payable operations, purchase order administration, payment processing, invoice management, and financial reporting support. This role ensures timely and accurate processing of vendor invoices, customer payments, ACH transactions, and operational reporting while supporting overall branch and accounting functions.

Essential Duties & Responsibilities

Accounts Payable Functions
• Process vendor invoices and accounts payable transactions accurately and timely.
• Review, verify, and enter invoices into the accounting system several times per week.
• Coordinate approval workflows for non-purchase order invoices with branch management.
• Assist with weekly check runs and ACH payment processing, including manual ACH bank entry.

Accounts Receivable Functions
• Process remote deposits and incoming customer payments received through the mail.
• Support credit card payment processing through CardPointe as needed.
• Work closely with Accounts Receivable to process customer prepayments and credits.

Purchase Order & Procurement Support
• Monitor SharePoint CAPEX and purchase order requests daily to ensure visibility and control of submissions.
• Track purchase order status updates and follow up on stale or incomplete requests.
• Maintain and update purchase order tracking spreadsheets.

Reporting & Administrative Support
• Maintain utility tracking spreadsheets and related reporting documentation.
• Distribute monthly corporate credit card statements and ensure expense reports are submitted timely.
• Review fuel usage reports and identify discrepancies or unusual activity for management review.

Customer Service & Operational Support
• Assist with walk-in customer orders and inquiries.
• Answer and direct incoming phone calls professionally.
• Provide administrative support to branch operations and accounting teams.

Qualifications
• High school diploma or GED required; Associate degree in Accounting, Finance, or Business preferred.
• Minimum of 2 years of accounts payable, accounting support, or administrative experience.
• Experience with purchase order systems, invoice processing, and ACH transactions preferred.
• Strong attention to detail and organizational skills.
• Ability to manage multiple tasks and meet recurring deadlines.
• Proficiency in Microsoft Office Suite, especially Excel and Outlook.
• Experience with ERP/accounting software and SharePoint preferred.
• Strong communication and customer service skills.

Preferred Qualifications
• Experience in construction, transportation, manufacturing, or industrial industries preferred.
• Familiarity with remote deposit processing and vendor management.
• Ability to analyze discrepancies and resolve invoice or payment issues efficiently.

Work Environment & Schedule
• Full-time, onsite position.
• Standard business hours with recurring weekly and monthly deadlines.

Reports To
• Accounting Manager