Accounting Administrative Assistant

We are seeking a dependable and professional Accounts Receivable / Accounting Administrative Assistant to support our accounting manager and office team. The ideal candidate will have strong Accounts Receivable and collections experience, preferably with QuickBooks, along with a willingness to assist with general accounting and administrative tasks. This is a hands-on role for someone who is comfortable communicating directly with customers and taking initiative to help wherever needed.

Essential Duties & Responsibilities

• Manage Accounts Receivable (AR) activities, including customer account maintenance, invoicing, payment posting, and collections
• Communicate professionally and confidently with customers regarding outstanding balances, payments, invoices, and account questions
• Work with QuickBooks for AR/AP functions and other accounting-related tasks
• Assist with Accounts Payable (AP) and light accounting duties as needed
• Provide administrative support to the Accounting Manager and office staff
• Prepare and process invoices and other accounting documents
• Create and process UPS shipping labels and assist with basic office coordination
• Provide coverage and support when office staff are busy or the primary administrative employee is out
• Take initiative to identify tasks that need to be completed and assist the Accounting Manager as needed
• Support general office needs, including coordinating company lunches, coffee runs, and other occasional administrative errands
• Maintain a professional, organized, and customer-focused approach in a fast-paced environment
• Perform other accounting and administrative duties as assigned

Qualifications

• Previous Accounts Receivable experience is required
• Collections experience is strongly preferred
• Experience with QuickBooks required or highly preferred
• Basic understanding of Accounts Payable and general accounting principles
• Strong communication and customer service skills
• Comfortable communicating with a wide range of customers, including customers in industrial and machine-shop environments
• Professional, confident, and able to handle difficult conversations appropriately
• Strong attention to detail and organizational skills
• Self-motivated with the ability to take initiative and work independently
• Flexible and willing to assist with a variety of accounting, administrative, and office duties
• Proficiency with Microsoft Office and general computer applications

Ideal Candidate

The ideal candidate is someone who is hands-on, dependable, professional, and not afraid to pick up the phone and handle collections conversations. This person should be comfortable wearing multiple hats and stepping in wherever needed to keep the accounting and office operations running smoothly.