Accounting Clerk and Office Assistant

About the Role

APEX Controls is seeking a full-time Accounting Clerk & Office Assistant to support the day-to-day financial and administrative operations of our growing organization. The primary focus is accounting support, with emphasis on accurate and timely customer invoicing, accounts receivable, collections follow-up, payment processing, and financial reporting. This position will also provide general office and administrative support as needed.

The ideal candidate is highly organized, detail-oriented, dependable, and comfortable taking ownership of routine accounting responsibilities. A strong culture fit is essential—someone who demonstrates integrity, humility, teamwork, initiative, and a positive attitude, and who genuinely enjoys helping others and contributing to a great workplace.

This role is onsite 5 days a week in our Hudsonville office and is an hourly position.

Position Priorities

• Invoicing & Accounts Receivable: Own and execute timely, accurate customer invoicing and support the accounts receivable process.
• Collections: Monitor outstanding receivables, communicate professionally with customers, and consistently follow up on past-due balances.
• Reporting & Accounting Support: Run recurring financial and operational reports, maintain accurate records, and provide reliable information to the accounting and leadership teams.
• Culture Fit & Team Contribution: Contribute positively to the APEX culture through integrity, humility, teamwork, accountability, initiative, and a willingness to help wherever needed.
• Office & Administrative Support: Provide general office assistance and administrative support when accounting priorities are complete or when organizational needs require it.

Responsibilities

Accounting, Invoicing & Accounts Receivable

• Prepare, process, and distribute customer invoices accurately and on a timely basis.
• Review billing information for completeness and accuracy before invoices are issued.
• Apply customer payments and maintain accurate accounts receivable records.
• Monitor customer account balances and identify discrepancies, missing information, and past-due invoices.
• Research and resolve routine customer billing and account questions in coordination with the accounting team.
• Maintain organized and accurate accounting documentation and records.
• Assist with month-end and year-end accounting activities as directed.

Collections

• Monitor accounts receivable aging and maintain a consistent follow-up process for outstanding invoices.
• Contact customers regarding past-due balances in a professional, courteous, and persistent manner.
• Document collection activity and communicate issues or potential payment concerns to the appropriate accounting or management personnel.
• Assist with resolving disputes or billing issues that may delay customer payment.

Reporting & Administrative Accounting Support

• Run recurring accounting, accounts receivable, and operational reports for the accounting and leadership teams.
• Maintain spreadsheets, schedules, and other reporting tools with a high level of accuracy.
• Enter and maintain data in the company's accounting and business systems.
• Assist with reconciliations, recordkeeping, filing, and other routine accounting activities.
• Identify errors, inconsistencies, or process issues and bring them to the attention of the appropriate team member.

Office & Administrative Support

• Greet and assist visitors, customers, and vendors in a professional and welcoming manner.
• Answer and direct incoming phone calls and provide general administrative support.
• Handle incoming and outgoing mail, packages, and shipping activities.
• Maintain office supplies and assist with office inventory and ordering.
• Coordinate with vendors for routine office services, equipment, and supplies.
• Prepare correspondence, reports, spreadsheets, and other administrative materials.
• Assist with company meetings, employee events, customer visits, and other culture-building activities as needed.
• Assist leadership and other departments with special projects and administrative tasks.
• Perform other duties as assigned.

Culture & Team Expectations

• Represent APEX Controls with professionalism, integrity, humility, and a positive attitude.
• Build strong working relationships with employees, customers, vendors, and other business partners.
• Take ownership of responsibilities and follow through without requiring excessive supervision.
• Be willing to learn, accept feedback, and continuously improve processes and personal performance.
• Contribute to a fun, collaborative workplace and actively support the company's culture.
• Treat confidential financial, customer, employee, and company information appropriately.

Requirements

Education & Experience

• High school diploma or GED required; Associate degree in accounting, business, or a related field preferred.
• 2–4 years of accounting, bookkeeping, accounts receivable, or related experience preferred.
• Experience with customer invoicing, accounts receivable, and collections is strongly preferred.
• Experience with accounting software or ERP systems required.
• Office administration experience is preferred.

Skills & Abilities

• Strong attention to detail and accuracy, particularly when handling financial transactions and customer accounts.
• Strong organizational skills and ability to manage recurring deadlines and multiple priorities.
• Professional and confident communication skills, including the ability to communicate with customers regarding invoices and past-due balances.
• Proficiency with Microsoft Office, particularly Excel and Outlook.
• Ability to learn and effectively use accounting, ERP, and other business software.
• Ability to work independently, take initiative, and follow through on responsibilities.
• Strong problem-solving skills and good business judgment.
• Dependable, professional, positive, and team-oriented.
• Demonstrated alignment with APEX Controls' values of integrity, humility, excellence, teamwork, and fun.

Physical Requirements

• Ability to sit, stand, and walk throughout the workday.
• Ability to occasionally lift and carry up to 25 pounds.
• Ability to operate standard office equipment, including computers, copiers, phones, and postage equipment.