4+ years of AP/AR experience and proficiency in QuickBooks

REQUIRED!

Job Summary :

We are seeking a proactive and highly organized Accounting & Administrative Assistant to join our team! This role is a blend of accounts payable/accounts receivable (AP/AR), administrative, customer service, and sales support responsibilities that are essential to our operations. The ideal candidate will demonstrate excellent attention to detail, strong multitasking and organizational skills, initiative, and a high level of professionalism.

Key Responsibilities :

Manage company accounts receivable and accounts payable, including customer/vendor purchase orders, invoices, payments, collections, and reconciliations. Ensure accurate and timely processing while maintaining organized financial records and positive customer and vendor relationships.

Customer/Vendor Purchase Ordering:

Generating, monitoring, processing, and registering purchase orders.

Accounts Receivable & Customer Account Management:

Manage the accounts receivable cycle, including customer account setup and maintenance, invoice generation, posting, cash application, payment tracking, account statements, credit memos, adjustments, and account reconciliations. Monitor customer balances, identify past-due accounts, investigate discrepancies, and follow up with customers regarding outstanding balances.

Purchase Order & Shipment Tracking:

Generate, monitor, and process customer and vendor purchase orders; track purchase order shipments and delivery status; coordinate with vendors, Logistics, and internal departments regarding shipment schedules, delays, partial shipments, and delivery updates; and ensure purchase order and shipment records are accurately maintained.

Invoice Processing:

Reviewing, verifying, and processing customer and vendor invoices for timely billing and payment.

Payments & Collections:

Processing incoming and outgoing payments and bank deposits; monitoring outstanding accounts and following up on collections.

Reconciliations:

Reconciling AP/AR transactions with bank statements, customer accounts, and vendor statements; identifying and resolving discrepancies.

Record Keeping:

Maintaining accurate financial and operational records and ensuring QuickBooks records are current and accurate.

Customer/Vendor Communication:

Addressing inquiries regarding orders, invoices, payments, account balances, and resolving discrepancies.

Department Coordination:

Collaborating with International, Sales, Service, Logistics, and Administration teams regarding invoicing, purchase orders, payments, service reports, shipment updates, and other order-related activities.

Compliance & Reporting:

Following company policies and procedures related to accounting, purchasing, invoicing, and payments; assisting with month-end closing, financial reporting, and sales tax reporting.

Administrative Support:

Filing, archiving, and organizing financial and operational documents and providing administrative support to the Admin Team.

Accounting, Financial & Administrative Support:

Manage accounts payable and accounts receivable invoicing, payments, collections, and account reconciliations. Maintain accurate and up-to-date QuickBooks records and ensure timely processing of invoices and payments. Generate and process customer invoices and ensure timely and accurate billing based on purchase orders, service reports, shipment documentation, and other supporting records. Communicate and collaborate with International, Sales, Service, Logistics, and Administration teams to coordinate financial and operational activities, including invoicing, purchase orders, payments, service reports, shipment updates, and other order-related tasks. Process bank deposits and related financial transactions. Monitor customer accounts, follow up on outstanding balances, and proactively support collections. Maintain organized financial and operational records, including filing, archiving, and document management. Provide direct communication and administrative support to the Administration Team.

Qualifications :

Proficiency in QuickBooks, Microsoft Office (Outlook, Word, Excel), and Box . Thorough knowledge of accounts payable and accounts receivable functions , including invoicing, payments, collections, and reconciliations. Basic knowledge of general accounting functions Strong written and verbal communication skills. Excellent organizational, time-management, and problem-solving skills. Ability to work independently, prioritize multiple tasks, and meet deadlines in a fast-paced environment. Strong attention to detail and accuracy. Experience in customer service and professional phone etiquette. Ability to communicate and collaborate effectively with customers, vendors, and cross-functional teams. Proactive, dependable, adaptable, and willing to learn and take on new challenges.

Schedule:

7:00AM-4:00

PM, Monday-Friday Pay Rate:

$25-27/hr, depending on experience

Job Type:

Full-time Pay:

$25.00 - $27.00 per hour Expected hours: 40.0 per week

Benefits:

401(k) Dental insurance Health insurance Paid sick time Paid time off Parental leave Vision insurance Application Question(s): Are you available to reliably work from 7:00AM-4:00PM (with a 1 hour lunch break)? Do you live within 20 miles from Escondido, California?

Experience:

Accounting:

3 years (Required) Ability to

Commute:

Escondido, CA 92029 (Required)

Work Location:

In person