Accounting Associate

About the Role

The Accounting Associate provides day-to-day transactional and administrative support to the accounting department. This role is approximately 85% accounting support and 15% office administration, with a focus on high-volume data entry, AR/AP transaction review, credit card processing, customer and vendor follow-up, and recordkeeping. The position requires accuracy, consistency, and discretion when handling confidential financial information, as well as professional communication with customers and vendors. On-site responsibilities include serving as a first point of contact for deliveries, incoming mail, and occasional visitors.

Responsibilities

• Data Entry & Transaction Processing
  • Enter vendor invoices and expense reports into NetSuite with correct general ledger account, department, class, and location coding.
  • Apply customer payments, record deposits, and assist with clearing unapplied payments and unidentified cash.
  • Scan, name, and attach source documents to the appropriate NetSuite records following department conventions.
• NetSuite Review, Approvals & Processing
  • Review transactions for completeness, including coding accuracy, required attachments, and fields.
  • Run and distribute standard saved searches and reports (e.g., accounts receivable aging, open purchase orders).
  • Assist with periodic clean-up projects, such as reviewing stale purchase orders and correcting misposted transactions.
• Credit Card Processing
  • Collect, verify, and code company credit card receipts and statements; obtain missing receipts from cardholders.
  • Reconcile monthly corporate card statements to submitted expense reports and flag unsupported charges.
• Accounts Receivable & Customer Follow-Up
  • Perform first-contact collection outreach on past-due balances and log all customer communication.
  • Research and respond to customer billing inquiries, short payments, and remittance questions.
  • Obtain and track customer purchase orders and required documentation for payment.
• Accounts Payable Support
  • Reconcile vendor statements and respond to vendor inquiries regarding invoice and payment status.
  • Assist with check runs, ACH/wire payment batches, and distribution of payment remittance advices.
• Month-End Close & Audit Support
  • Gather bank, credit card, and merchant statements for monthly reconciliations.
  • Compile supporting schedules and documentation requested during the close process.
• Office Administration
  • Receive and route deliveries, prepare outgoing mail, and coordinate courier/overnight shipments.
  • Assist with meeting logistics, conference room setup, and occasional company events.
  • Serve as a first point of contact for occasional visitors.
• Cross-Functional Support
  • Serve as a cross-trained backup for other accounting administrative functions during absences or peak periods.
  • Perform other duties and special projects as assigned by the Controller or Senior Director of Financial Reporting.

Requirements

• High school diploma or equivalent required; associate's degree or coursework in accounting, business, or a related field preferred.
• 2–4 years of experience in accounting support, accounts payable/receivable, or an administrative role.
• Hands-on experience with an ERP system (NetSuite experience is a plus).
• Working knowledge of Excel, including sorting, filtering, basic formulas, and lookup functions.
• Experience processing credit card payments and handling cardholder information in a PCI-compliant manner is preferred.
• Demonstrated accuracy and attention to detail in high-volume data entry.
• Professional written and verbal communication skills, including comfort with collection and follow-up calls.
• Strong organizational skills and ability to manage competing priorities and deadlines.
• Proven discretion and sound judgment in handling confidential financial information.
• Dependable on-site attendance during core business hours to support delivery, mail, and front-desk coverage.
• Bilingual English/Spanish is a plus.

ADA Requirements

• Sit or stand for extended periods.
• Climb stairs/ladders or balance.
• See, walk, stoop, kneel, crouch, or crawl.
• Use hands/fingers to handle or feel, and talk/hear.
• Carry weight and lift up to 25 lbs.
• Exposure to outside weather, fumes, or other environmental factors.

Travel

Travel is not a regular requirement of this position. Occasional local errands (e.g., bank or post office runs) may be requested. Any additional travel will be communicated in advance.

What We’re Looking For

We value a positive attitude, resiliency, and a commitment to fostering a strong working culture. Our team prioritizes safety, environmental responsibility, and mutual respect, as these principles drive success in everything we do.