Accounts Receivable Assistant

Position Summary

The Accounts Receivable Assistant supports the Accounts Payable Manager and the Finance Department by performing daily administrative, billing, and recordkeeping tasks related to accounts receivable. This role ensures timely and accurate processing of invoices, maintains organized Invoice documentation, responds to customer inquiries, and assists with general accounts receivable operations. The ideal candidate is detail‑oriented, reliable, proactive, and comfortable working in a fast‑paced environment with frequent deadlines.

Essential Functions

• Invoice Support — Assists with preparing, issuing, and updating customer invoices in QuickBooks.
• Customer Communication — Answers emails from customers regarding invoice inquiries, discrepancies, and payment status; escalates issues as appropriate.
• Data Entry — Enters financial data accurately into QuickBooks and internal logs.
• Weekly Filing — Performs weekly filing of accounts receivable documents, receipts, and correspondence.
• Recordkeeping — Maintains and updates the Plot & Copy Log and other departmental logs.
• Office Supply Processing — Processes office supply orders, tracks inventory, and coordinates with vendors as needed.
• Administrative Support — Provides general administrative assistance to the Accounts Receivable Manager.
• Direction & Collaboration — Follows direction accurately while maintaining a proactive approach to daily tasks.
• Initiative — Identifies opportunities to improve workflow, organization, and efficiency.
• Other Duties — Performs additional related duties as assigned.

Required Skills

• QuickBooks Proficiency — Experience using QuickBooks for invoicing, data entry, and financial record maintenance.
• Attention to Detail — Strong accuracy in data entry, and filing.
• Reliability — Demonstrates responsibility, dependability, and consistent follow‑through.
• Communication Skills — Ability to respond professionally and clearly to customer inquiries.
• Organization — Strong ability to prioritize tasks and maintain orderly records.
• Direction Taking — Able to take direction, ask clarifying questions, and execute tasks accurately.
• Initiative — Self‑starter who anticipates needs and acts without waiting for instruction.
• Technical Skills — Proficient in Microsoft Office Suite (Excel, Outlook, Word).
• Professionalism — Maintains confidentiality and represents the Finance Department with professionalism.

Education & Experience

• High school diploma or equivalent required.
• 1–2 years of experience in accounts receivable, billing, or administrative support preferred.
• Experience in QuickBooks required.
• Experience in a professional office environment preferred.

Pay: $45,000.00 - $55,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid sick time
• Paid time off
• Vision insurance

Work Location: In person

Salary : $45,000 - $55,000