Accounting Assistant

Job Summary: The Accounting Specialist is responsible for supporting the daily accounting operations of the company by managing accounts payable, accounts receivable, and other general accounting functions. This role plays an important part in maintaining accurate financial records, ensuring healthy cash flow, supporting month-end and year-end close processes, and delivering exceptional service to both vendors and customers.

Working closely with the Controller and finance team, the Accounting Specialist helps improve accounting processes through automation, maintains financial compliance, and serves as a trusted resource for internal departments.

Duties/Responsibilities:

• Ensure timely and accurate processing and payment of vendor invoices in accordance with company policies.
• Verify, classify, and record accounts payable transactions to the appropriate general ledger accounts.
• Reconcile vendor statements and accounts to ensure invoices and payments are accurately recorded.
• Utilize accounting systems and automation tools, including Acumatica, Yooz, banking platforms, and other financial software.
• Monitor vendor payment terms, available discounts, and cost-saving opportunities.
• Maintain vendor files, W-9 documentation, tax information, and other required records.
• Ensure compliance with sales tax, use tax, and other regulatory requirements.
• Respond to vendor inquiries regarding invoices and payment status.
• Prepare accounts payable reports and analyses.
• Prepare month-end journal entries related to accounts payable.
• Establish and monitor customer payment arrangements when appropriate.
• Document collection efforts and customer communications within company systems.
• Assist with month-end and year-end close processes.
• Maintain accurate vendor and customer master data within the ERP system.
• Support annual financial audits by preparing requested schedules and documentation.
• Assist with cash management activities, including bank reconciliations and monitoring daily cash activity.
• Serve as backup support for payroll processing or other accounting functions during vacations or absences, as assigned.
• Identify opportunities to improve accounting workflows, automation, and internal controls.
• Maintain organized financial records in accordance with company policies.
• Provide exceptional customer service to vendors, customers, and internal departments.
• Perform other duties as assigned.

Required Skills/Abilities:

• Strong customer service and communication skills, both verbally and written.
• Proficiency in accounting software (e.g., Acumatica, QuickBooks, Aspire, or similar).
• Familiarity with work order or scheduling systems is a plus.
• Strong attention to detail and ability to follow up consistently.
• Able to work independently and manage multiple priorities.

Education and Experience:

• Bachelor's degree in Accounting, Business, or related field preferred.
• 1-3 years of experience in accounts receivable or collections, preferably in a service-based business.