Accounting Assistant

Position Summary

The Accounting Assistant is responsible for supporting the day-to-day accounting and administrative functions of a manufacturing facility. This position will have 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. This position requires strong communication skills and the ability to work effectively with customers, vendors, employees, shipping personnel, and the Finance team.

Key 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

Qualifications

• 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 Experience

• 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.