Office Administrator and Accounting Specialist

Job Summary:

• The Office Administrator and Accounting Specialist is responsible for general office duties including supporting the financial operations of the organization by performing a range of accounting duties related to accounts receivable, accounts payable, and general ledger functions. This role ensures accurate financial records, timely processing of transactions, and adherence to internal controls and compliance standards.
• Core Duties
• Depending on business needs, responsibilities may include:
• Accounts Payable Functions:
• Process vendor invoices, ensuring accuracy, proper approvals, and timely payments.
• Match purchase orders and receipts to invoices and investigate discrepancies.
• Prepare and process payments via check, ACH, or wire transfer.
• Maintain vendor records and respond to vendor inquiries.
• Assist with month-end closing and accruals related to AP.
• Accounts Receivable Functions:
• Generate and distribute customer invoices in a timely and accurate manner.
• Apply customer payments to the appropriate accounts and follow up on outstanding receivables.
• Monitor aging reports and perform collection activities as needed.
• Investigate and resolve billing discrepancies or customer concerns.
• Assist with revenue recognition and related reporting.
• General Duties:
• Reconcile account balances and support general ledger entries.
• Maintain accurate and organized financial documentation.
• Collaborate with internal teams (e.g., procurement, sales, operations) to resolve accounting issues.
• Support internal and external audits by providing necessary documentation.
• Contribute to process improvements and efficiency initiatives.
• Office Administration Support
• Other duties as assigned.
• Job Requirements
• Associate’s or Bachelor’s degree in Accounting, Finance, or related field (or equivalent experience of 3 years).
• At least 2 years of experience in accounts payable, accounts receivable, or general accounting.
• Familiarity with accounting software (e.g., Workday, SAP, Oracle, QuickBooks, NetSuite).
• Strong understanding of basic accounting principles and internal controls.
• Proficiency in Microsoft Excel and other MS Office applications.
• Excellent attention to detail, organizational, and time management skills.
• Strong communication and interpersonal skills.
• Preferred Qualifications:
• Experience working in a shared services or high-volume transaction environment.
• Exposure to ERP systems (especially NetSuite).
• Knowledge of GAAP.

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