Accounting & Purchasing Assistant & Office Admin

We are a small manufacturing company seeking an experienced and detail-oriented Bookkeeping Professional to support day-to-day Accounting Department and Office Operations. This role is ideal for a bookkeeping professional with strong organizational skills, extensive accounting knowledge, and a proven ability to multi task while ensuring accuracy, efficiency, and compliance. Must have a full understanding of the chart of accounts, general ledger and journal entries. Familiar with inventory. The ideal candidate must have 5+ years of full cycle accounting experience. This position is ideal for someone who is comfortable working with numbers and can handle a high volume of emails and confidential information. Proficient with QuickBooks Online and significant experience with Federal, State, and Local Tax return compliance.

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Responsibilities

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Accounting Support — AP / AR

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• Assist with Accounts Payable, vendor setup in QBO, purchase orders, Invoices, packing slips, and receipts.
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• Process payments on time for vendor invoices as needed.
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• Categorize expenses bank and credit card transactions. Track receipts and invoices accordingly.
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• Assist with Accounts Receivable, customer setup in QBO, sales orders, estimates, and progress invoices .
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• Track and follow up on customer payments and open balances.
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• Run and customize reports in QBO as necessary.
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• Must have extensive knowledge of Sales and Use Tax filings, multi-state preferred.
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• Payroll processing and data entry in QBO.
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• Bank and credit card reconciliations. Brokerage statement reconciliations a plus.
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• Maintain accurate accounting records and support month-end documentation.
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• Collaborate and communicate daily with the head bookkeeper and coordinate with outside CPA as needed.
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Purchasing Support:

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• Create, issue, and track purchase orders.
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• Request quotes from vendors and suppliers.
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• Compare vendor pricing, lead times, and availability.
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• Follow up with vendors on order status, delivery schedules, and backorders.
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• Maintain supplier contact information and purchasing records.
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• Match purchase orders with packing slips for accounting and inventory purposes.
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• Support purchasing documentation and recordkeeping.
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• Assist with sourcing parts, materials, office supplies, and services as needed.
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• Communicate purchasing updates to management, accounting, and operation's teams.
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Office Administration:

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• Answer and direct phone calls and emails professionally.
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• Maintain organized digital and physical office records, files, and company documents.
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• Assist with customer, vendor, and supplier communication.
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• Order office supplies and coordinate basic facility needs.
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• Support management with scheduling, paperwork, forms, and general administrative tasks.
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• Assist with company forms, certificates, compliance documents, and internal files.
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• Coordinate shipping, receiving, and logistics paperwork when needed.
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• Follow up on pending administrative tasks and help keep office operations organized.
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Qualifications

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• 5+ years of experience in Accounting, office administration, purchasing, or similar role.
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• Strong understanding of accounting principles and financial reporting.
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• Strong knowledge of payroll processing and account reconciliations.
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• Proficiency with Microsoft Office, Google Workspace, Excel, and PDF documents.
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• Experience in manufacturing, engineering, aerospace, electronics, or hardware.
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• Experience working with outside accountants, CPAs, or bookkeepers.
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• Ability to help improve administrative, purchasing, and accounting processes.
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• Able to work independently and follow up without constant supervision.
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• Excellent organizational, analytical, and problem-solving skills.
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• Advanced proficiency with QuickBooks Online.
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• Strong attention to detail and accuracy.
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• Highly organized.
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• Good written and verbal communication skills.
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• Ability to prioritize tasks and manage multiple responsibilities.
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• Comfortable communicating with customers, vendors, and internal team members.
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• Comfortable in a small-business environment.
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