What are the responsibilities and job description for the Administrative Accounting Assistant position at DS Automotion?
Job Summary
The Administrative Accountant Assistant is responsible for supporting the finance and operations functions of DS Automotion. This role includes processing orders, managing invoices and payments, handling logistics, maintaining records, and ensuring smooth office operations. The position requires strong organizational skills, attention to detail, and the ability to manage multiple tasks efficiently.
Key Responsibilities
Daily Responsibilities
- Monitor new RFQs and customer orders; request offers from Austria, apply markups, and send corrections when necessary.
- Place orders and log them into the logbook and OI spreadsheet.
- Enter orders into QuickBooks Online (QBO), prepare order documentation, and email service teams.
- Follow up on any corrections or RFQ issues until orders are successfully placed.
Frequent Responsibilities
- Create and maintain folders for customer POs, supplier offers, and invoices.
- Enter invoices from Austria and customer invoices into spreadsheets and QBO.
- Maintain all paperwork related to jobs, including tracking and delivery notes.
- Record payment advice in the Receivables spreadsheet and allocate payments in QBO.
- Log payments on the Accounts Payable spreadsheet for supplier payments.
- Provide Proof of Delivery (POD) when requested and assist customers with claims for lost shipments.
- Maintain office supplies, including ordering and restocking as needed.
- Water plants and maintain cleanliness in the kitchenette and office areas.
- Order supplies requested by employees in remote locations and notify requestors of approval status.
- Attend weekly client project meetings and maintain project monitor folders with P&L tracking to ensure no deviations.
- Manage customer profiles, credit applications for new suppliers, and request W-9 forms.
- Scan, file, and maintain NDA agreements and other legal documents.
Annual Responsibilities
- Complete the Company Census.
- File the Corporation Division Report with LARA.
- Provide required documents to health and 401k providers for new employees.
Work Orders
- Process work orders requiring approval and confirmation from suppliers.
- Maintain folders with pending work orders and associated documentation.
- Invoice customers promptly upon order arrival and maintain records for warranty items.
- Track work orders provided in Austria or Cimtec cloud systems.
Logistics & Shipping
- Handle packaging and shipment of orders via DHL, UPS, and FedEx.
- Prepare shipping labels and documentation, track shipments, and provide updates to customers.
- Assist customers with claims or complaints in case of lost or delayed shipments.
Qualifications
- Proven experience in accounting, finance, or administrative operations.
- Proficiency in QuickBooks Online and spreadsheet management.
- Strong organizational and multitasking skills.
- Knowledge of logistics and shipping procedures with DHL, UPS, and FedEx.
- Attention to detail and accuracy in financial and operational tasks.
- Excellent communication and customer service skills.
- Ability to manage confidential financial and contractual information.
Key Competencies
- Time management and prioritization
- Problem-solving and follow-through
- Accuracy and attention to detail
- Customer service experience
- Initiative and independent work
What We Offer
- Competitive salary
- Paid Vacation
- 401K
- Tuition Reimbursement
- Comprehensive benefits package
- Mileage reimbursement for business-related travel
- Opportunity to represent advanced automation technologies
- Supportive, growth-focused work environment
Pay: $25.00 - $34.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Tuition reimbursement
- Vision insurance
Experience:
- accounting : 4 years (Required)
Ability to Commute:
- Auburn Hills, MI 48326 (Required)
Work Location: In person
Salary : $25 - $34