Accounting Administrative Assistant

Job Summary

The Accounting Administrative Assistant provides administrative and accounting support to ensure the efficient operation of the accounting department. This position is responsible for document management, customer payment processing, maintenance billing support, compliance-related administrative tasks, and general office support. The ideal candidate is detail-oriented, organized, and able to manage multiple priorities while maintaining accuracy and professionalism.

Essential Duties and Responsibilities

Administrative & Office Support

• File, scan, print, and distribute documents.
• Maintain electronic and physical records.
• Update customer contact information and company databases.
• Answer incoming telephone calls and route inquiries appropriately.
• Collect and distribute incoming mail.
• Order and maintain office supply inventory.
• Respond to standard customer and vendor inquiries.
• Provide certificates of insurance (COI) upon request.
• Assist with special projects and other administrative duties as assigned.

Accounting Support

• Process customer payments received by check, ACH, and credit card.
• Prepare and record bank deposits in accounting software.
• Assist with applications for payment and supporting documentation.
• Review and resolve discrepancies related to customer work orders.
• Collect, organize, and maintain billing support documentation.
• Generate time and labor reports by project.
• Assist with developing and maintaining department procedures and documentation.
• Support additional accounting functions as assigned.

Maintenance Billing Support

• Generate monthly maintenance invoices.
• Run monthly maintenance billing reports.
• Distribute maintenance invoices to customers.
• Respond to maintenance billing inquiries.
• Update existing maintenance agreements upon renewal.
• Create new maintenance contract records as needed.
• Assist with maintenance billing projects and reporting.

Compliance Support

• Assist with business license applications and renewals.
• Maintain compliance-related records and documentation.
• Support departmental compliance initiatives as assigned.

Job Context

The job primarily entails on-site work within the company office.

Qualifications

Education

• High school diploma or equivalent required.
• Associate degree in Business, Accounting, Administration, or related field preferred.

Experience

• Previous administrative, clerical, customer service, or accounting support experience preferred.
• Entry-level candidates with strong organizational and computer skills are encouraged to apply.

Skills & Abilities

• Strong attention to detail and organizational skills.
• Ability to prioritize tasks and meet deadlines.
• Proficiency in Microsoft Office, particularly Excel and Outlook.
• Effective verbal and written communication skills.
• Ability to maintain confidentiality.
• Strong customer service skills.
• Ability to work independently and as part of a team.
• Performance Expectations
• Produces accurate work with minimal errors.
• Completes assignments within established deadlines.
• Demonstrates initiative and willingness to learn new responsibilities.
• Maintains reliable attendance and punctuality.
• Uses sound judgment and problem-solving skills.
• Communicates effectively with employees, customers, and vendors.
• Works collaboratively and professionally with team members.

Pay: $30,000.00 - $50,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $30,000 - $50,000