Assistant Manager, General Admin & Accounting

About the role

The General Admin - Accounting provides administrative and clerical support to the Accounting and Finance department. This position is responsible for maintaining financial records, processing transactions, supporting accounts payable and receivable activities, preparing reports, and ensuring accurate documentation in compliance with company policies and accounting procedures. The role serves as a key support function for the department and collaborates with internal stakeholders and external vendors as needed.

Key Responsibilities

Accounting Support

• Assist with accounts payable (AP) and accounts receivable (AR) processes
• Review invoices, receipts, and supporting documentation for accuracy and completeness
• Enter and maintain financial data within accounting systems and spreadsheets
• Assist in processing vendor payments and employee reimbursements
• Support month-end and year-end closing activities
• Reconcile financial records, statements, and transactions as assigned
• Monitor and maintain accounting files and records in accordance with company policies

Administrative Support

• Perform general administrative duties including filing, document management, data entry, and record retention
• Schedule meetings, maintain departmental calendars, and coordinate administrative activities
• Prepare reports, spreadsheets, presentations, and correspondence for the Accounting team
• Respond to internal and external inquiries regarding routine accounting matters
• Maintain confidentiality of financial and employee information

Vendor & Customer Support

• Communicate with vendors regarding invoice discrepancies, payment status, and required documentation
• Assist with vendor setup and maintenance of supplier records
• Support customer account inquiries and documentation requests
• Maintain organized records of vendor contracts, tax forms, and related documentation

Compliance & Reporting

• Ensure transactions and records comply with company policies and accounting procedures
• Assist in preparation for audits and financial reviews
• Support maintenance of accurate financial documentation and reporting requirements
• Identify and escalate potential discrepancies or issues to management

Additional Duties

• Assist with special projects and department initiatives
• Provide backup support for other administrative and accounting functions as needed
• Perform other duties as assigned

Qualifications

Required

• High School Diploma or GED required
• Associate degree in Accounting, Finance, Business Administration, or related field preferred
• 1-3 years of administrative, accounting, bookkeeping, or finance support experience preferred
• Proficiency in Microsoft Office Suite, particularly Excel, Outlook, and Word
• Strong data entry and record management skills
• Excellent organizational and time-management abilities
• Strong verbal and written communication skills

Preferred

• Experience supporting an accounting or finance department
• Knowledge of accounts payable, accounts receivable, and general accounting principles
• Experience working with ERP systems such as Workday, SAP, Oracle, JDE, or similar platforms
• Experience in warehouse, manufacturing, distribution, or consumer products environments
• Bilingual English/Spanish preferred

Knowledge, Skills, and Abilities

• Basic understanding of accounting principles and financial processes
• Attention to detail and high degree of accuracy
• Strong analytical and problem-solving skills
• Ability to handle confidential information with discretion
• Effective communication and customer service skills
• Ability to prioritize multiple tasks and meet deadlines
• Strong organizational and documentation management skills
• Ability to work independently and collaboratively in a team environment

Work Environment

• Office, warehouse, manufacturing, or distribution center environment
• Frequent interaction with internal departments, vendors, and external business partners
• May require occasional overtime during month-end, year-end, or audit periods

Physical Requirements

• Ability to sit, stand, and work at a computer for extended periods
• Ability to occasionally lift and carry office materials up to 20 pounds
• Ability to travel throughout the facility as needed

Pay

The anticipated compensation range is 22.75 - 44.50 USD Hourly. Actual compensation will be determined based on various factors including qualifications, education, experience, and location.