AP/AR Administrative Assistant

About the Role

The Accounting Assistant supports the daily financial and administrative operations of the business by assisting with accounts receivable, accounts payable, financial recordkeeping, and general accounting activities. This role helps ensure accurate financial documentation, timely processing of transactions, and exceptional internal and external customer service. Working closely with Accounting, Finance, Sales, Operations, Human Resources, and branch personnel, the Accounting Assistant contributes to efficient financial operations while maintaining confidentiality, accuracy, and compliance with company policies.

Responsibilities

• Accounts Receivable & Financial Processing:
  • Assist with accounts receivable processing, customer account maintenance, and payment application
  • Prepare and distribute month-end customer statements and account documentation
  • Maintain accurate financial records and accounting documentation
  • Review financial information for completeness and accuracy
  • Assist with resolving customer account questions and payment discrepancies
  • Support general accounting activities and financial reporting as assigned
• Administrative & Office Support:
  • Answer incoming phone calls and greet customers, vendors, and visitors professionally
  • Provide administrative support to Accounting, Finance, and office personnel
  • Prepare, organize, file, scan, and maintain financial and business records
  • Operate office equipment including computers, copiers, scanners, phones, and other office technology
  • Assist with general office coordination and departmental administrative tasks
• Cross-Functional Support:
  • Communicate effectively with employees, managers, customers, vendors, and other departments
  • Cross-train on Accounts Payable and Accounts Receivable processes to provide departmental backup
  • Support Finance and Operations teams with documentation and reporting requests
  • Assist with special accounting projects and process improvements
  • Maintain confidentiality of financial, employee, and customer information
• Systems & Documentation:
  • Utilize ERP, accounting, and financial systems to process transactions and maintain records
  • Prepare reports, spreadsheets, and supporting documentation using Microsoft Office applications
  • Maintain organized accounting files and documentation according to company standards
  • Assist with record retention and document management procedures
• Safety & Compliance:
  • Follow all company policies, financial controls, confidentiality requirements, and workplace safety procedures
  • Report unsafe conditions or equipment concerns promptly
  • Maintain organized, secure, and professional office workspaces
  • Perform additional duties as assigned

Qualifications

• Strong attention to detail and commitment to accuracy
• Excellent organizational and time-management skills
• Strong analytical and problem-solving abilities
• Excellent verbal and written communication skills
• Ability to maintain confidentiality and handle sensitive financial information
• Customer-focused mindset with strong interpersonal skills
• Ability to prioritize multiple responsibilities in a fast-paced environment
• Strong proficiency with computers and office technology
• High school diploma or equivalent required
• Associate degree in Accounting, Finance, Business Administration, or related field preferred
• Previous experience in accounting, accounts receivable, accounts payable, bookkeeping, or office administration preferred
• Experience using ERP, accounting software, or business management systems (such as DMSi Agility or similar) preferred
• Proficiency with Microsoft Office applications, particularly Excel, Outlook, and Word
• Experience working within building materials, manufacturing, construction, distribution, or related industries is a plus
• Basic knowledge of accounting principles and financial recordkeeping preferred

Work Environment

• Primarily office-based work environment
• Frequent interaction with Accounting, Finance, Operations, Sales, Human Resources, customers, and vendors
• Ability to sit for extended periods while working at a computer
• Frequent use of keyboards, calculators, office equipment, and financial software
• Ability to occasionally stand, walk, bend, kneel, reach, and lift office materials weighing up to 25 pounds
• Occasional support outside the traditional office setting as business needs require

Benefits

• Health Care Benefits
• 401(k) with employer match
• Paid Time Off
• Benefits for union-represented roles are determined by the applicable collective bargaining agreement and may differ from standard company benefits.

QXO is an Equal Opportunity Employer. We value diversity and do not discriminate on the basis of race, color, religion, gender or sexual orientation, national origin, age, disability, or any other protected status.