Accounting Administrative Assistant

📋 Description

• • Process and reconcile daily accounts receivable payments, including checks, wire transfers, ACH transactions, and electronic payments via Stripe and CRM systems
• • Accurately apply customer payments to open invoices, resolving discrepancies, short payments, and unapplied cash in a timely manner
• • Perform daily cash reconciliation and prepare complete bank deposit documentation with supporting records
• • Generate and distribute customer invoices on schedule, ensuring strict adherence to contract terms and credit policies
• • Set up and manage invoice approvals for DURA and Net 30 customers in accordance with established credit guidelines
• • Verify purchase orders against invoices prior to processing to ensure accuracy and compliance
• • Process credit memos, billing adjustments, and invoice corrections as required by customer requests or internal policy
• • Serve as primary point of contact for global customers regarding billing inquiries via phone, email, and shared accounting inboxes
• • Respond professionally to questions about invoices, payment confirmations, account balances, and Stripe payment links
• • Research and resolve billing discrepancies, posting errors, and customer concerns with a solution-oriented approach
• • Process refund requests following approved procedures and authorization protocols
• • Send payment reminders, collection letters, and account statements to customers with outstanding balances
• • Negotiate payment arrangements with customers to resolve delinquent accounts and improve cash flow
• • Post lockbox activity daily in CRM and Stripe systems, and communicate remittance address updates to customers
• • Maintain organized digital and physical filing systems for all accounts receivable documentation and transaction records
• • Assist with month-end close activities including AR aging analysis, reconciliations, and journal entry preparation
• • Support internal and external audits by providing accurate documentation, account details, and transaction histories
• • Identify and propose process improvements to increase efficiency and reduce errors in billing and collections workflows
• • Contribute to the Digital Office initiative by transitioning all physical paper-based processes into digital storage systems
• • Back up other accounting team members during peak periods, absences, or high-volume cycles
• • Maintain strict confidentiality when handling sensitive financial data and customer information
• • Work autonomously on routine AR tasks while collaborating closely with the finance team on month-end activities and system enhancements
• • Adapt to changing priorities in a fast-paced environment with consistent accuracy and attention to detail
• • Demonstrate reliability, punctuality, and strong follow-through on all assigned responsibilities
• • Uphold a professional, collaborative, and inclusive team culture that values precision and mutual support
• • Use intermediate to advanced Microsoft Excel skills (VLOOKUP, pivot tables, formulas) to analyze data and generate financial reports
• • Learn and adapt to new software systems quickly, including CRM platforms and payment processing tools