Accounting Assistant

Department: Finance & Accounting | Reports To: Controller / Finance Manager | FLSA Classification: Non-Exempt | Location: Tomball, TX | Employment Type: Full-Time

About the Role

The Accounting Assistant supports the day-to-day accounting and administrative functions of a manufacturing facility. This position involves a broad range of responsibilities across accounts payable, accounts receivable, cash management, account reconciliations, invoicing, collections, shipping documentation, and general office administration.

The ideal candidate is highly organized, detail-oriented, dependable, and comfortable working in a fast-paced manufacturing environment. Strong communication skills and the ability to work effectively with customers, vendors, employees, shipping personnel, and the Finance team are essential.

Responsibilities

• Accounts Payable & Vendor Management
  • Process vendor invoices accurately and timely, including matching invoices to purchase orders and receiving documentation when applicable.
  • Verify invoice coding, approvals, pricing, quantities, and supporting documentation.
  • Maintain accurate vendor records and resolve invoice discrepancies with vendors and internal departments.
  • Prepare vendor payment runs and assist with monitoring payment due dates and cash requirements.
  • Respond to vendor inquiries regarding invoice status, payments, and account balances.
  • Maintain organized AP records and supporting documentation.
  • Assist with monthly AP reconciliations and reporting.
  • Support annual 1099 filing for all sites.
• Accounts Receivable & Customer Accounts
  • Prepare and process customer invoices accurately and timely based on sales orders, shipments, contracts, and other supporting documentation.
  • Post customer cash receipts and ensure payments are applied accurately to customer accounts.
  • Monitor customer account balances and assist with identifying past-due invoices.
  • Perform routine customer collections activities, including contacting customers regarding outstanding balances and documenting collection efforts.
  • Assist with resolving customer account discrepancies, short payments, credits, and unapplied cash.
  • Maintain accurate customer account records and supporting documentation.
  • Assist with customer account reconciliations as needed.
• Shipping Documentation & Manufacturing Support
  • Manage and maintain customer shipping and invoicing documentation to ensure accurate and timely billing.
  • Coordinate with shipping, production, customer service, and sales personnel to obtain required documentation.
  • Verify shipment information against customer orders and invoicing requirements.
  • Assist with resolving documentation issues that may delay customer invoicing or payment.
  • Support the Finance team in ensuring that shipments are properly documented and invoiced.
• Expense Reports & Office Administration
  • Review and process employee expense reports for completeness, proper coding, and required approvals.
  • Answer and direct incoming phone calls and assist visitors as needed.
  • Manage general office correspondence and administrative documentation.
  • Maintain organized electronic and physical accounting records.
  • Assist with ordering office supplies and other general administrative needs.
  • Provide administrative support to the Finance and Operations teams as needed.
• Additional Responsibilities
  • Support month-end and year-end accounting activities.
  • Assist with internal and external audit requests by providing requested documentation.
  • Maintain confidentiality of financial, customer, vendor, and employee information.
  • Follow company accounting policies, internal controls, and procedures.
  • Identify opportunities to improve accounting processes, documentation, and efficiency.
  • Perform other duties and special projects as assigned by the Controller or Finance Director.

Requirements

• 2+ years of accounting, bookkeeping, or related business experience preferred.
• High school diploma or equivalent required.
• Experience with accounts payable and/or accounts receivable.
• Strong attention to detail and accuracy.
• Strong organizational and time-management skills.
• Proficiency with Microsoft Excel and Microsoft Office.
• Ability to prioritize multiple responsibilities and meet deadlines.
• Strong written and verbal communication skills.
• Ability to work independently while also collaborating effectively with others.
• High level of integrity and ability to maintain confidential information.

Preferred Qualifications

• Experience working in a manufacturing or industrial environment.
• Experience with an ERP system such as SysPro, Macola, JobBOSS, or similar.
• Experience with both AP and AR functions.
• Experience with customer collections and cash application.
• Basic understanding of general ledger accounting and account reconciliations.

Key Competencies

• Accuracy & Attention to Detail: Ensures transactions, invoices, payments, and records are accurate.
• Organization: Maintains organized records and effectively manages competing priorities.
• Accountability: Takes ownership of assigned responsibilities and follows through to completion.
• Communication: Communicates professionally with customers, vendors, employees, and internal departments.
• Problem Solving: Identifies discrepancies and works proactively to resolve issues.
• Teamwork: Works effectively with Finance, Operations, Sales, Customer Service, Shipping, and Production.
• Confidentiality & Integrity: Handles financial and employee information appropriately.
• Continuous Improvement: Looks for opportunities to improve processes and reduce errors.

Working Environment

This position operates in a manufacturing environment and will regularly interact with employees across Finance, Operations, Production, Shipping, Sales, and Customer Service. The role is primarily office-based but may require occasional interaction with the manufacturing floor, warehouse, shipping area, and other facility operations.