The Accounting Specialist is responsible for supporting daily accounting, order processing, customer service, vendor coordination, and administrative operations. This position serves as a key first point of contact for customer inquiries, order entry, order tracking, accounts receivable, accounts payable, and internal follow-up. The ideal candidate is detail-oriented, organized, comfortable using Microsoft Office and accounting/business systems, and able to manage time-sensitive work in a small-business environment where accuracy and ownership are critical. Essential Responsibilities Order Processing and Customer Support

• Process incoming customer purchase orders and sales orders from start to finish, including order entry, acknowledgements, status updates, and internal tracking.
• Monitor open orders, backorders, delivery issues, price changes, and customer-impacting concerns; escalate issues when needed and follow through until resolved.
• Provide professional first-line support for customers, outside sales, vendors, and internal team members by phone and email.
• Maintain organized order documentation, customer communications, and related files in company systems. Accounts Receivable and Billing Support
• Prepare, review, and issue customer invoices, credit memos, receipts, and supporting documentation as required.
• Assist with accounts receivable follow-up, including payment status, past-due balances, customer statements, and collection support.
• Process credit card transactions and help ensure proper documentation, authorization, and posting.
• Reconcile customer payments, deposits, and remittance information with accounting records. Accounts Payable and Vendor Coordination
• Enter, code, route, and track vendor bills, purchase confirmations, freight invoices, and expense documentation.
• Match vendor invoices to purchase orders, receiving records, packing slips, and customer orders when applicable.
• Assist with payment preparation, vendor account inquiries, statement reviews, and discrepancy resolution.
• Maintain accurate vendor records, W-9 documentation, certificates, payment terms, and contact information. Accounting Records and Month-End Support
• Assist with bank, credit card, customer, vendor, and general ledger reconciliations as assigned.
• Support month-end close activities by helping gather reports, resolve open items, verify transactions, and organize backup documentation.
• Help maintain clean and accurate records for audits, tax support, customer billing disputes, and management review.
• Identify missing documentation, duplicate entries, coding errors, or unusual transactions and bring them forward promptly. Operations, Inventory, and Shipping Support
• Coordinate occasional shipping, receiving, freight tracking, and customer delivery communication.
• Assist with a small amount of inventory tracking, including item counts, stock status, serial numbers, and product documentation.
• Support purchase order tracking, vendor lead-time follow-up, and job/order status visibility for the team.
• Help maintain organized filing, digital records, and operational checklists for recurring accounting and order processes. Systems, Reporting, and Process Improvement
• Use Microsoft Outlook, Excel, Word, Teams, SharePoint/OneDrive, and accounting/business systems to organize work and maintain accurate records.
• Create and maintain spreadsheets, logs, customer/vendor lists, order trackers, and recurring reports as needed.
• Assist with documenting procedures, improving handoffs, reducing missed follow-ups, and strengthening accountability within shared inboxes and business workflows.
• Protect confidential financial, customer, vendor, and employee information and follow company data handling expectations.
• Perform additional responsibilities or tasks as requested. Qualifications and Requirements
• High school diploma or GED required; associate degree in accounting, business administration, finance, or a related field preferred.
• Minimum of 2 years of experience in accounting support, accounts payable, accounts receivable, order processing, customer service, office administration, or related business operations.
• Working knowledge of Microsoft Outlook, Excel, Word, and common business systems; ability to learn company accounting, CRM, inventory, and document-management tools.
• Strong attention to detail, accuracy, follow-through, and ability to maintain organized records.
• Professional written and verbal communication skills for interaction with customers, vendors, sales, management, and internal staff.
• Ability to prioritize multiple tasks, meet deadlines, and work independently with minimal supervision while escalating issues appropriately.
• Valid driver's license required for occasional errands, shipping, bank, vendor, or office-related tasks. Preferred Experience and Characteristics
• Experience with accounting processes, including invoices, purchase orders, credit card transactions, vendor bills, collections, reconciliations, and month-end support.
• Experience working in a technical, industrial sales, manufacturing, service, distribution, or project/order-driven environment.
• Comfortable using Excel for status reporting.
• Customer-focused, dependable, and comfortable taking ownership of recurring tasks.
• Self-starter with strong problem-solving skills and the ability to improve processes as the role grows.
• Familiarity with Zoho Books, Zoho Expense, QuickBooks, NetSuite, Salesforce, SharePoint, Teams, Planner, or similar tools is a plus.

Pay:

$20.00 - $27.40 per hour Expected hours: 20.0 - 30.0 per week

Benefits:

Flexible schedule Ability to

Commute:

The Woodlands, TX 77386 (Preferred)

Work Location:

Hybrid remote in The Woodlands, TX 77386